Administrative Assistant, Pediatrics

University of Chicago•Chicago, IL

16d•Onsite

About The Position

In the Department of Pediatrics at the University of Chicago, we strive to provide the highest level of complex care for children from diagnosis and treatment to conducting research to find promising new therapies with a focus on teaching. We are committed to advancing the frontiers of knowledge, and the education and training of future clinical pediatricians, subspecialists, educators, clinical investigators and physician-scientists. The Department of Pediatrics is a dynamic, stimulating place to work, and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned section(s). Performs comprehensive administrative tasks to facilitate the daily operations of multiple sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in Microsoft Office software, and have a knack for problem-solving. If you are a dedicated and detail-oriented professional with a passion for providing top-notch administrative support, we invite you to join our team and play a vital role in our success.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
Proficiency in Microsoft Office.

Nice To Haves

Bachelor’s degree.
Background in an administrative support role.
Previous experience in progressively responsible administrative support roles within an academic healthcare setting.
Leading sizable, complex projects, preferably serving multiple and/or competing constituencies.
Familiarity working in an academic medical center environment.
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.

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.
Tracks and helps drive completion of key deliverables and follows up on outstanding items.
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.
Initiates correspondence and other written materials under own signature or for signature of leaders.
Triages emails and telephone calls for action.
Resolves 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.
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.