Administrative Specialist

University of Chicago; Chicago (IL); Hybrid; USD 50,000 - 65,000; Full time

Benefits offered by this job

Benefits eligible

Hybrid work schedule after probation

Job summary

The University of Chicago is seeking an Administrative Support professional for the BSD MED - Pulmonary - Administrative Support team. You will support multiple faculty and clinical associates, manage calendars, coordinate travel, process reimbursements, and help prepare presentations and reports.

In this role you will interact with centralized offices across the university, handle day‑to‑day operations, and assist with special projects and events while maintaining professionalism under tight

Qualifications

• Vocational training or equivalent experience; a four‑year degree is not typically required.
• 5–7 years of related work experience in an administrative role.
• Associate’s degree in Business Administration or related field is preferred.

Responsibilities

• Provide administrative support to multiple faculty members and clinical associates within the department.
• May process reimbursements/payments for faculty, clinical associates, staff and students.
• Maintain calendars for multiple faculty members and clinical associates/conference room schedules.
• Coordinate meetings within the Section; arrange food orders and room setup.
• Assist with the preparation of presentations, reports and correspondence.
• Coordinate travel arrangements and itineraries as needed.
• Assist with organizing Section events and seminars.
• Assist with maintenance of the Section website and email distribution lists.
• Provide coverage for other administrative staff as needed.

Skills

Meeting planning

Calendar management

Travel coordination

Education

Associate’s degree in Business Administration or related field

Tools

Oracle

GEMS

Outlook

Adobe Acrobat

PowerPoint

Photoshop

Job description

Department

BSD MED - Pulmonary - Administrative Support

About the Department

The Section of Pulmonary and Critical Care Medicine has been a model of exemplary patient care, research, and post-doctoral training for more than 20 years. The 31 faculty, clinical associates and research associates along with a staff of more than 72, have devoted themselves to the pursuit of excellence in each of these important activities.

Job Summary

This job provides administrative support within the Section of Pulmonary/Critical Care Medicine, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members and clinical associates on a regular basis. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.

Responsibilities

• Provide administrative support to multiple faculty members and clinical associates within the department.
• May process reimbursements/payments for faculty, clinical associates, staff and students.
• Maintain calendars for multiple faculty members and clinical associates/conference room schedules.
• Coordinate meetings within the Section – food orders, room set up.
• Assist with the preparation of presentations, reports and correspondence.
• May coordinate travel arrangements and itineraries.
• Assist with organizing ad hoc and regular Section events.
• May assist with seminar series speakers, including coordinating visits of speakers and others to the Section. Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.
• May assist with maintenance of the Section website and email distribution lists.
• Provide coverage for other administrative staff as needed.
• Check and distribute mail.
• Triages emails and telephone calls for action in particular as related to Ingalls Memorial Hospital clinic and inpatient services. Resolves mostly routine and some complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• 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.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

Preferred Qualifications

Education:

• Associate’s degree in Business Administration or related field.

Experience:

• Previous Administrative Assistant experience – meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.
• Knowledge of Oracle and GEMS or similar reimbursement/payment systems.
• Familiarity with central administration within a complex academic medical center environment.
• Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent).

Preferred Competencies

• 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 required. Proficiency with word processing applications, spreadsheets and databases.

Working Conditions

• Office Environment.
• In person work schedule M-F for first 3-6 months. Eligible for a hybrid work schedule based on business needs and the demands of specific tasks, only after completing probationary period (3-6 months). Working from the office is encouraged for tasks that require a high degree of collaboration.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$24.04 - $31.25

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.