Executive Assistant to the Dean of Medical Education and Vice Dean of Education

University of Chicago • Chicago, IL

4d • $60,000 - $90,000

About The Position

The Pritzker School of Medicine is one of few medical schools to be located physically on its University campus, offering both intellectual and social advantages to students who spend their medical school years within a vibrant, multidisciplinary community. Most importantly, the opportunity for collaborative research and study is outstanding: all divisions of the University and its professional schools are located within steps of the hospital, as are the extensive biological and physical sciences research laboratories, thus providing a rich array of opportunities for our medical students. The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services. Directs the operations for the Pritzker School of Medicine office and provides administrative leadership and support for the Dean of Medical Education and Vice Dean of Education, and the Associate Dean for Medical School Administration. Manages key operational and strategic action plans for the Dean assuring successful completion.

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.

Nice To Haves

• Bachelor's degree strongly preferred.
• Seven years of administrative experience that includes two or more years of experience reporting directly to senior management strongly preferred.
• Experience in an academic or hospital environment strongly preferred.
• Experience in increasingly responsible positions that requires handling sensitive and confidential information strongly preferred.
• Familiarity with the University of Chicago and Chicago Medical Center strongly preferred.
• Proficient knowledge of Microsoft Excel, Word, PowerPoint, Outlook and other common software programs used in support of administration.
• Excellent writing skills.
• Experience in increasingly responsible positions that requires handling sensitive and confidential information.
• Willingness to work evenings and weekends as needed.
• Must be able to enthusiastically support the Dean and medical students, while being able to maintain a calm and courteous demeanor and to work productively despite a heavy workload.
• Must be able to problem-solve and follow an issue through to resolution.

Responsibilities

• Manages the Dean for Medical Education and Vice Dean of Education's calendar and interacts with the BSD Dean and other leaders in the Division and University, Dean's attention is critical in the handling of faculty, student, and resident issues, as requests may originate from all area's of the University as well as from other medical schools.
• Triage the flow of information and ensures that the Deans are effectively briefed and prepared for meetings, issues, matters that require the Dean's attention.
• Organizes important meetings chaired by the Deans and provide staff support for these meetings, including preparation of agendas and meeting summaries, as well as follow-up on action steps.
• Provides comprehensive computer support for reports, data manipulation, charts, and presentations as required by the Deans. Assist in the preparations, reports, etc.
• Creates rough drafts of correspondence, letters of recommendation, medical student performance evaluation letters, and other documentation as needed.
• Critiques and proofreads all prepared materials authored by the Deans for clarity and accuracy.
• Participates on the Dean for Medical Education email alias writing team by managing email inbox, responding to inquiries, and writing announcements on behalf of the Dean using her voice with all written communication.
• Maintains and updates Dean's correspondence, files, GEMS account, and other documentation with extreme discretion and confidentiality.
• Provides comprehensive support for the the development of events overseen by the Dean for Medical Education and Vice Dean of Education that do not fall under the purview of other areas, including dinners for visiting faculty and other dignitaries, lectures, receptions, medical student meetings/lunches, faculty development sessions, etc.
• Serve as primary back-up to the Operations Coordinator for the Pritzker School of Medicine. Responsibilities include maintenance of key equipment and spaces overseen by the medical school, including the main office, medical student space in the BSLC and the Medical Center, etc.
• Oversees the management of supplies, including their purchase, organization, and storage to reduce duplication of effort and cost.
• Provides ongoing support for computer equipment upgrades and installation.
• Develops operational policies and procedures related to office management and the Dean's work.
• Provides onboarding services for new employees (space, identification, room access, computers, telephone, etc.).
• 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.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Triages emails and telephone calls for action.
• Resolves routine and complex inquiries.
• May act as liaison to Board of Directors.
• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees