Job Description

Job Description:

• 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.

• Stay informed of activities relating to University programs and initiatives, apprising the executive of issues when deemed necessary.

• Coordinate information flow from executive's office, representing the executive to other University executives, other University offices and outside agencies.

• Coordinates fellowship applicants during recruitment season including scheduling, interviews, faculty & current fellow involvement, presentation, meals, & reports. 

• Creates, communicates, maintains & moderates Zoom interview sessions.

• Maintains & communicates the conference & lecture schedule to ID Section & joint institutions.

• Initiate routine and non-routine administrative activity.

• Process correspondence and other written materials under own signature or for signature of the executive.

• Triage emails and telephone calls for action.

• Resolve routine and complex inquiries.

• Refer inquiries to the appropriate person and follows up to ensure complete and timely responses.

• Maintain the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time.

• Schedule and coordinate meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials.

• Coordinate complex travel arrangements for the executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary.

• Assist in managing daily operation of the office and may assist in developing administrative goals and policies.

• Interpret requests and helps implement action, deciding whether executive should be notified of important or emergency matters.

• 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.

• Coordinates special projects as directed by the Section Chief or Section Administrator. 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.

• Fellowsâ™ in-training exam proctoring, including prep (communication with IDSA & NBME for examinee registration, computer certification, facility verification, distribution of exam & schedule information to the examinees, compliance with exam requirements).

• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.

• Coordinates 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.

Preferred Qualifications

Education:

• Bachelor's degree in relevant field.

Experience:

• Progressively responsible administrative experience.

• Experience in a university or Academic Medical Center environment.

Preferred Competencies

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills, ability to maintain files.

• Proficiency with word processing applications, preparing presentations, spreadsheets and databases.

• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

• Ability to exercise sound judgment and excellent problem-solving skills.

• Attention to detail and proofreading skills.

• Ability to exercise flexibility and contribute to the overall work of the team.

• Considerable skill in working both independently and as a team member.

• Ability to take initiative.

• Familiarity with administration within a research university environment.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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 the Applicant Inquiry Form.

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: 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.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

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