Administrative Assistant III, Transplant Department - Full-Time, Days
About The Position
UChicago Medicine is hiring an Administrative Assistant III for its Transplant Kidney/Liver Department. The position proactively identifies, addresses, and resolves administrative and related issues with minimal supervision. Work includes support for office management, the Facility Operations Program Director, and specially assigned projects. The assistant may work independently or as part of an administrative support team and must prioritize concurrent tasks according to management needs. The role is based in the greater Chicagoland area and is primarily onsite at the Hyde Park campus, with remote work available after the probationary period. The schedule is generally 40 hours per week, Monday through Friday, on the day shift from approximately 8:00 a.m. to 5:00 p.m.; the position is not scheduled for on-call shifts. The posting describes the expected work arrangement as approximately 80% onsite and 20% remote, while also noting onsite work 3–4 days per week and remote work 1–2 days per week after training/probation.
Requirements
- High school diploma.
- At least five years of increasingly responsible administrative or secretarial experience.
- Strong written and verbal communication skills.
- Strong PC or Mac word-processing experience, specifically including spreadsheet software such as Excel.
- Ability to plan, organize, and manage multiple concurrent tasks, and independently prioritize them professionally.
- Ability to interact independently and professionally with internal and external hospital customers.
- Strong interpersonal skills.
Nice To Haves
- Associate degree or higher.
- Administrative or secretarial experience in a complex healthcare system, academic institution, and/or legal setting.
- Advanced Microsoft Outlook skills, including calendar optimization, conflict resolution, meeting logistics, and coordination of competing scheduling priorities.
- Experience managing travel logistics, including itinerary coordination, booking accommodations, and processing reimbursements.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.
- Epic experience.
Responsibilities
- Schedule meetings for multiple participants, particularly senior-level leaders.
- Create presentations related to assigned projects.
- Complete purchase orders and check requests, and maintain an organized system for tracking progress.
- Use the hospital operating system to expedite work and maximize efficiency.
- Process invoices and monthly accounting reports.
- Prepare and update reports while protecting confidential financial information.
- Order supplies and maintain forms and inventory according to office needs.
- Prepare spreadsheets and reports, organize copies, and prepare meeting materials.
- Maintain strict confidentiality, meet deadlines professionally, and work independently.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
