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Administrative Specialist

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Thursday, January 18, 2024

Department

BSD PED - Infectious Diseases - Administration


About the Department

The Section of Infectious Diseases provides care to children with infectious diseases and immunologic disorders. Our clinicians are leaders in the care of children with HIV, and treating children with other disorders where the immune system may be compromised, including children with blood, respiratory, or skin and soft tissue infections, pneumonia, cancer, transplantation or heart disease complicated by acute infections.


Job Summary

The Administrative Specialist plays a crucial role in providing exceptional administrative support across multiple sections, actively ensuring seamless day-to-day operations and maintaining the utmost efficiency in office functions. The incumbent must possess exceptional time management, communication, and organizational skills, making this role ideal for a detail-oriented professional adept at optimizing office operations through their administrative expertise.

Responsibilities

  • Assist with the onboarding process for new faculty, staff, and trainees in partnership with Business Administrator and/or Administrative Assistant.

  • Provide support for Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, other academic personnel, and Advanced Practice Providers.

  • Oversee the fellowship program in partnership with the Department’s Graduate Medical Education Office. Address and resolve office challenges, facilitating solutions while collaborating with supervisor for the most intricate issues.Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel. 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.Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

  • Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

  • Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.

  • Performs other related work as needed.


Minimum Qualifications

Education:

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

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Associate’s degree in Business Administration or related field.

Experience:

  • Previous experience in an administrative support role.

  • Experience with handling a large volume of work often restricted by deadlines.

  • Previous experience working within a university, clinical setting, or academic medical center environment.

Preferred Competencies

  • Self-starter who can operate in a complex administrative environment with limited oversight.

  • Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.

  • Ability to handle confidential and sensitive materials and situations.

  • Strong verbal and writing skills; ability to communicate clearly and effectively.

  • Proficiency in Microsoft Office.

  • Strong analytical and organizational skills.

  • Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment.

  • Ability to develop collaborative relationships throughout the organization.

Working Conditions

  • Office Environment.

  • Eligible for a hybrid work schedule based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.

Application Documents

  • Resume (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

Non-Exempt


Pay Frequency

Biweekly


Scheduled Weekly Hours

40


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


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.