Executive Assistant (HR Dept)

UChicago Medicine; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

UChicago Medicine is seeking an Executive Assistant to support the Human Resources department on site at the Hyde Park campus in Chicago, IL. The role involves managing the executive office, handling confidential information, and coordinating cross-functional communications.

The successful candidate will prioritize multiple tasks, support budget and communications development, and work independently within a collaborative administrative team environment.

Qualifications

• 7+ years of administrative or secretarial experience in a professional setting
• Proficient with word processing, spreadsheets, and presentations; MS Office favored
• Strong service orientation and ability to interact with diverse stakeholders

Responsibilities

• Maintain confidentiality of reports, personnel files, and financial records
• Coordinate with management and staff across departments to gather information and relay messages
• Prepare and review documents, spreadsheets, and presentations to final form with accuracy
• Manage office operations and prioritize tasks for executives and the admin team
• Draft and implement policy/procedure changes with management review
• Oversee projects with minimal supervision and ensure timely completion

Skills

Administrative experience

MS Office proficiency

Budget management

Communication skills

Confidentiality

Prioritization

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Job Description

Join a world-class academic healthcare system, UChicago Medicine, as an Executive Assistantsupporting our Human Resources department. This position will be on site at our Hyde Park campus in Chicago, IL. You will need to be based in the greater Chicagoland area. The Executive Assistant will work on various tasks/projects concurrently with the need to prioritize as dictated by management needs. This role work independently and as part of the administrative support team as required. They will provide management of the budget and development of communications on behalf of the Executives. In addition, this role consistently manages and administers all office functions related to the executive’s day-to-day operations.

Essential Job Functions

• Maintains confidentiality of reports, documents, and records including personnel files, staffing and position control records, financial reports, project/proposal reports, financial plans, and operating strategies.
• Maintain regular contact with all levels of management and staff within the Medical Center, University, and Biological Sciences Division by gathering data, relaying messages, obtaining information, etc.
• Manages and administers a wide range of word processing, spreadsheets, and PowerPoint tasks in final form, which are often confidential in nature and may require detailed proofreading and/or grammatical changes for accuracy.
• Work with all levels of UCMC and BSD leadership, as well as all levels of staff within the Medical Center to research issues and work on various project and committee assignments, as directed.
• Manages daily operations for the office, organizes multiple tasks, and identifies and implements methods of improving daily operations.
• Identify functional or operational changes needed as part of the department support team function for service improvement; draft for management review written policy/procedures for these suggested changes.
• Completes and oversee specially assigned projects with minimal supervision in a timely and efficient manner.
• Coordinates with department administrative team members in regular ordering of supplies, completion of work orders, etc., for department office as needed.

Required Qualifications

• High school diploma required; bachelor's degree preferred
• Minimum seven years of increasingly responsible administrative or secretarial experience, preferably in a complex healthcare or professional office setting
• Documented proficiency and advanced skills in a variety of computer software applications (including word processing, spread sheets, presentation applications); applicants with advanced skills in relation to Microsoft Office Suite products preferred
• Strong sense of service orientation in responding to the needs of internal and external customers
• Must be able to independently and professionally interact with customers, both internal and external to the Hospitals
• Strong written, verbal, and interpersonal communication skills
• Must be able to plan, organize and work on various tasks concurrently
• Must be able to independently prioritize multiple tasks in a professional manner
• Analytical ability to track revenue/expenses and effectively manage multiple projects at one time

Position Details

• Job Type/FTE: Full-Time (1.0 FTE)
• Shift: Days
• Work Location: Hyde Park (Chicago, IL)
• Unit/Department: HR Dept Admin
• CBA Code: Non-Union

About Us

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities

UChicago Medicine is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

As a condition of employment, all employees are required to complete a pre-employment physical, background check, drug screening, and comply with the flu vaccination requirements prior to hire. Medical and religious exemptions will be considered for flu vaccination consistent with applicable law.

Compensation & Benefits Overview

UChicago Medicine is committed to transparency in compensation and benefits. The pay range provided reflects the anticipated wage or salary reasonably expected to be offered for the position.

The pay range is based on a full-time equivalent (1.0 FTE) and is reflective of current market data, reviewed on an annual basis. Compensation offered at the time of hire will vary based on candidate qualifications and experience and organizational considerations, such as internal equity. Pay ranges for employees subject to Collective Bargaining Agreements are negotiated by the medical center and their respective union.

Review the full complement of benefit options for eligible roles at Benefits - UChicago Medicine.