Administrative Assistant

uchicago; Chicago (IL); On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Chicago's BSD PED - Academic Pediatrics - Administration is seeking an Administrative Assistant to provide high-level administrative and analytical support for one or more sections. The role includes managing schedules, coordinating meetings and events, and maintaining records with a focus on efficiency and confidentiality.

The ideal candidate will have strong organizational and communication skills, proficiency in office software, and a knack for problem-solving while

Qualifications

• High-level administrative and analytical support
• Strong organizational and communication skills
• Proficiency with office software and systems
• Ability to manage multiple priorities and deadlines

Responsibilities

• Provide daily administrative support to clinical and program leaders within the section(s).
• Coordinate scheduling and meetings, organize resources, and track deliverables.
• Manage calendars, travel logistics, and confidential documentation.
• Prepare materials and set up events, interviews, and projects.
• Oversee onboarding support for faculty, staff, and trainees.
• Maintain records and handle routine correspondence with discretion.

Skills

Administrative support

Scheduling

Meeting coordination

Record keeping

Communication

Problem-solving

Job description

Department

BSD PED - Academic Pediatrics - Administration

About the Department

The Department of Pediatrics at the University of Chicago is a dynamic and stimulating place to work. We strive for the highest level of complex care for children from diagnosis and treatment; provide outstanding education and training for students, postgraduate scholars, and physicians; and nurture the research of Department scholars who seek to elucidate the causes of pediatric disease and identify promising new therapies. In addition to our provision of clinical care at UChicago Medicine (UCM) Comer Children's Hospital and at our regional sites, we are currently expanding our clinical care across Northern Illinois and Northwestern Indiana. In collaboration with our partners in the Chicagoland Children's Health Alliance (CCHA; Advocate Children's Hospital, and NorthShore University Health System). CCHA has responsibility for the care of almost 1 million children. The Department has 6 ambulatory sites and 3 inpatient sites of care across the region with the goal of providing care 'close to home' whenever feasible (https://pediatrics.uchicago.edu/). Our mission is to improve the health of every child entrusted to us, in an inclusive environment that is committed to family-centered care, clinical excellence, impactful scholarship, effective disease prevention, and advocacy for the appropriate care of every child. We are especially committed to the children on the South Side of Chicago and to altering the inequities in healthcare.

The Section of Academic Pediatrics at the University of Chicago, Department of Pediatrics is dedicated to managing the unique primary care needs of newborns, children, and adolescents. The scope of its clinical service covers both the outpatient and inpatient areas located in Comer Children's Hospital and community sites. Its clinical programs include Comer and community hospital medicine, general care nursery, pediatric primary care, sports medicine, child advocacy and protective services, and the Comer mobile unit.

Job Summary

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 one or more sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in 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.

Responsibilities

• Provide daily administrative support to clinical and program leaders within the section(s).
• Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and project within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items.
• Provide and manage 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.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects, ensuring oversight is well-coordinated, timely , and effective.
• Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands‑on assistance with their onboarding needs.
• Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow up on outstanding items.
• Provides confidential and high-level administrative support for a leader. Stays informed to 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.
• 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 fina