Senior Administrative Analyst & Executive Coordinator

University of Chicago•Hyde Park, IL

About The Position

The Senior Administrative Analyst & Executive Coordinator serves as an operational and analytical anchor for the Office of the Vice Dean in the Office of AI, Precision Medicine, and Data Analytics. The role provides high-level administrative management, calendar coordination, and project support to the BSD Vice Dean and UCMC Senior Vice President for AI, Precision Medicine and Chief Data Officer. Working with office leadership, the position supports seamless daily operations, complex scheduling across clinical and academic appointments, leadership briefing materials and correspondence, and other project and analytical needs. The Office of AI, Precision Medicine, and Data Analytics brings together academic research and clinical operational leadership across the Biological Sciences Division and UChicago Medicine. Its mission is to bridge discovery and operations and advance clinical-first, AI-powered precision medicine. The office consolidates informatics capabilities, translational data science initiatives, and institutional biobanking, and supports enterprise organization and governance, a unified data platform, real-world data use for research and clinical outcomes, and external data partnerships.

Requirements

At least 7 years of work experience in a related job discipline.
Vocational training, apprenticeships, or equivalent experience in a related field; a four-year degree is not typically required as a minimum qualification.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and ability to maintain files.
Proficiency with word processing applications and preparing presentations, spreadsheets, and databases.
Ability to remain calm and courteous and work productively under heavy workloads, competing priorities, complex problems, and tight deadlines.
Sound judgment and excellent problem-solving skills.
Attention to detail and proofreading skills.
Flexibility and ability to contribute to the overall work of the team.
Ability to work independently and as a team member.
Ability to take initiative.

Nice To Haves

Bachelor's degree in a relevant field.
Progressively responsible administrative experience.
Experience in a university or Academic Medical Center environment.
Familiarity with administration within a research university environment.

Responsibilities

Manage complex, high-volume schedules and coordinate meeting logistics across institutional units, protecting executive focus and resolving operational bottlenecks in real time.
Draft, format, and organize executive briefing memos, presentations, and correspondence under tight deadlines.
Serve as a point of contact for internal and external stakeholders, handling sensitive communications discreetly and maintaining organizational workflows.
Coordinate logistics and operational details for institutional meetings, committee sessions, special events, and visiting schedules.
Provide confidential, high-level administrative support to a leader.
Stay informed about University programs and initiatives and apprise the leader of issues when necessary.
Coordinate information flow from the leader's office to the University.
May staff Board of Directors meetings and may act as a liaison to the Board of Directors.
Relieve leaders of administrative responsibilities.
Initiate correspondence and other written materials under the employee's own signature or for the leader's signature.
Triage email and telephone calls for action and resolve routine and complex inquiries.
Coordinate special projects as directed by the leader.
Prepare write-ups with recommendations for operational and administrative problems.
May manage a portion of the leader's budget, monitoring and reconciling accounts.
Prepare financial and/or administrative reports.
Perform other related work as needed.