Administrative Assistant​, Pediatrics

About the role

The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned sections. They perform comprehensive administrative tasks to facilitate the daily operations of multiple sections, including managing schedules, coordinating meetings and events, and maintaining records.

Responsibilities

• Provides daily administrative support to clinical and program leaders within the section(s).
• Provides administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s).
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Provides and manages administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Preps, sets up, executes, and follows up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organizes and manages meetings and other section initiatives.
• Enhances and continually refines the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs.
• Oversees the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and advanced practice providers.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of leaders.
• Trips emails and telephone calls for action.
• Solves routine and complex inquiries.
• May act as liaison to leadership.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Covers special projects as directed by the leader.
• Prepares write-ups for recommendations for operational and administrative problems.
• May manage a portion of the leader’s budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Performs other related work as needed.

Requirements

The ideal candidate should possess strong organizational and communication skills, be proficient in Microsoft Office software, and have a knack for problem-solving.

Qualifications

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Knowledge and skills developed through 7+ years of work experience in a related job discipline.
• Education: Bachelor’s degree preferred.

Skills

• Proficiency in Microsoft Office.
• Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule management, as well as the standard methods for communicating project updates to leadership.
• Self-starter who can operate in a complex administrative environment with limited oversight.
• Manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.
• Handle confidential and sensitive materials and situations.
• Strong verbal and writing skills; communicate clearly and effectively.
• 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.
• Develop collaborative relationships throughout the organization.

Benefits

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Pay

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting. Benefits Eligible Yes

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40