Secretary V

University of Chicago•Hyde Park, IL

40d•Onsite

About The Position

Under minimal supervision and with a high level of proficiency, the Secretary V provides highly complex administrative support for the Section of Infectious Diseases within the Department of Medicine at the University of Chicago. This position reports to the Section Administrator and supports the administrative operations of a large and growing section of more than 50 faculty, fellows, and staff.

Requirements

Communicate effectively both orally and in writing.
Work effectively with supervision and as a part of a team.
Identify priorities; recognize and resolve or refer problems.
Proficient knowledge of Microsoft Word, Excel and Outlook.
High School Diploma or equivalent from an accredited institution required.
Five years of office experience required.

Nice To Haves

Bachelor's degree preferred.
Hospital or academic medical center experience preferred.

Responsibilities

Provides administrative support for faculty, fellows, and staff within the Section of Infectious Diseases, a section of more than 50 members.
Coordinates complex scheduling needs, including one-time and recurring meetings, service schedules, rounds, interviews, rotations, and section events.
Responds to a high volume of day-to-day administrative requests received by email, phone, and in person.
Supports section operations by managing office supplies, equipment, mail, faxes, parking passes, keys, shipments, space needs, and facilities-related requests.
Serves as a point of coordination with University and Medical Center partners, including facilities, BSDIS, UCMIT, GME, PSOM, and other administrative offices.
Supports purchasing, reimbursements, payables, expense reporting, expenditure tracking, and other financial administrative processes.
Coordinates technology needs, including hardware and software requests, equipment setup, troubleshooting coordination, and related communication with IT teams.
Assists with faculty, fellow, staff, candidate, visitor, resident, and medical student onboarding, transitions, scheduling, documentation, and logistics.
Maintains records, files, schedules, rosters, attendance records, clinic counts, and other administrative tracking documents.
Arranges meetings, interviews, conferences, section functions, guest speaker visits, fellow events, and other special programs.
Supports educational and training activities, including fellow transitions, resident and medical student rotations, elective courses, remote rounds, and mini-residency programming.
Coordinates recurring administrative processes related to clinical schedules, outside clinic time sheets, invoices, dashboards, GME documentation, CME paperwork, and honoraria.
Performs a broad range of additional administrative duties as assigned to support the effective day-to-day operation of the Section of Infectious Diseases.
Other duties as assigned.