Temporary Administrative Assistant

University of Chicago•Hyde Park, IL

19h•$22 - $32

About The Position

The University of Chicago (UC) Institute for Translational Medicine (ITM) was created in 2007 to assemble, integrate, and create the intellectual, administrative, and physical resources required to catalyze research and research training in Clinical and Translational Science. Its ultimate goals are to train scientists and health care providers at UC and in our community to determine the molecular, genetic, pathophysiologic, and social determinants of disease and disease predisposition in individuals; to test interventions directed toward those mechanisms; and to achieve these goals in a way that is rigorous, efficient, ethical, respectful of, and responsive to our community’s needs and values. Over its nine years, the ITM has capitalized on the outstanding intellectual and physical resources throughout the University and at ITM affiliate Institutions, Argonne National Laboratory, NorthShore University HealthSystem, Illinois Institute of Technology, and Access Community Health Network, and on substantial institutional and CTSA financial investments, to build the infrastructure for a transformative, energized, and self-improving home for clinical and translational research, ensuring the continued progress of clinical and translational science at the University of Chicago, its affiliates, on the South Side of Chicago, and beyond.

Requirements

Familiarity with administration within a complex research university environment.
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle public contacts with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.
Proficiency with word processing applications and spreadsheets and database.
High School Diploma or GED required.
Three or more years of experience as an Administrative or Executive Assistant preferred.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Provides administrative support for ITM administrative staff.
Provides support of ITM financial transactions, tracking, and reporting.
Schedules and coordinates meetings, conferences and special events.
Prepares minutes, reports and summaries.
Coordinates travel arrangements.
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 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.