Administrative Assistant – Academic Pediatrics Admin

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

The University of Chicago's Department of Pediatrics (BSD PED - Academic Pediatrics - Administration) seeks an Administrative Assistant to provide high-level administrative and analytical support for clinical and program leaders. You will manage schedules, coordinate meetings, and maintain records, ensuring efficiency across sections while safeguarding confidential information.

Ideal candidates will have strong organizational and communication skills, proficiency in Microsoft Office, and a track

Qualifications

• Bachelor’s degree in a related field.
• 7+ years of work experience in an administrative role.
• Experience leading at least one sizable, complex project.

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 projects within the assigned section(s).
• 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 of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
• 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.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Performs other related work as needed.

Skills

Strong organizational skills

Excellent written and verbal沟通

Problem-solving / analytical

Ability to manage multiple priorities

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

The University of Chicago's Department of Pediatrics (BSD PED - Academic Pediatrics - Administration) seeks an Administrative Assistant to provide high-level administrative and analytical support for clinical and program leaders. You will manage schedules, coordinate meetings, and maintain records, ensuring efficiency across sections while safeguarding confidential information.

Ideal candidates will have strong organizational and communication skills, proficiency in Microsoft Office, and a track