Administrative Specialist

University of Chicago

University of Chicago

This job is no longer accepting applications

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Chicago, IL, USA
Posted on Friday, December 22, 2023


BSD MED - Emergency Medicine - Administrative Support

About the Department

The revolutionary advances in cell and molecular biology as well as in genetic engineering in the past half-a-century have provided spectacular insights into our understanding of structure and function of biological systems at the molecular, cellular and sub-cellular levels. Shifting the research emphasis from organ (or from the whole body levels) to cellular and molecular physiology has resulted in a rapid decline in research on physiology at the systems level. While the reductionist approaches are powerful, they have brought into focus a major gap that has developed between our understanding of the molecular/cellular alterations and their impact at the organ and/or whole animal level.

Integrative physiology, on the other hand, embraces the concepts of cell/molecular physiology, biochemistry and applies these concepts and experimental approaches to understand the function at the level of whole animal or organ. Realizing its importance, the University of Chicago established the Institute for Integrative Physiology (IIP) at the Biological Sciences Division as of October 2010. The main missions of IIP are to provide intellectual home for faculty members interested in various areas of Physiology to foster interactive research programs and oversee physiology education to medical, graduate and undergraduate students.

Job Summary

The Administrative Specialist will independently coordinate the administrative needs of the Center for Systems Biology and the Faculty supported. They will coordinate the Director's involvement with professional organizations, maintain daily calendar, travel arrangements and perform conflict resolution when necessary.


  • Assists with creation of special projects, lectures and academic writing.
  • Prepares, reviews and assists in the production of various externally focused brochures and reports needed by the Director and Center faculty.
  • Orders supplies.
  • Processes reimbursements for all travel, purchases, etc.
  • Maintains the calendars of the faculty members in the Center.
  • Ensures that equipment is working properly, and interacts with external vendors to support needs of the Center.
  • Organizes events, conferences, talks, symposia, etc.
  • Assists with time and attendance approvals for the research staff.
  • Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
  • May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
  • Performs other related work as needed.

Minimum Qualifications


Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.



Preferred Qualifications


  • Bachelor's degree.

Preferred Competencies

  • Knowledge of office management systems and procedures.
  • Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.
  • Creative problem-solver with an eye for good design; on the cutting edge of emerging media trends and technologies.
  • Excellent time management skills and ability to multitask and prioritize work.
  • Strong writing and copy editing skills; ability to communicate clearly and effectively.
  • Strong organizational and planning skills.
  • Detail oriented, self-motivated and comfortable working in a collaborative team environment.

Working Conditions

  • This is a part-time position of approximately 20 hours per week.

Application Documents

  • ​Resume/CV (required)
  • Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

This job is no longer accepting applications

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