Pulmonary Care Admin Specialist - Operations & Support

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 33,000 - 43,000; Full time

Job summary

The Biological Sciences Division at the University of Chicago seeks an Administrative Support professional for the BSD Pulmonary section. This role provides comprehensive administrative assistance to multiple faculty members and clinical staff, helping manage calendars, reimbursements, travel, and events.

Ideal candidates will have 5–7 years of related experience, strong communication skills, and proficiency with Oracle and GEMS, along with Microsoft Office.

Qualifications

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
• Previous experience in an administrative support role.
• Experience with Oracle and GEMS or similar reimbursement/payment systems.
• Experience with handling a large volume of work often restricted by deadlines.
• Previous experience working within a university, clinical setting, or academic medical center environment.

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.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• 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.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• Performs other related work as needed.

Skills

Administrative support

Time management

Communication skills

Customer service

Microsoft Office

Education

Vocational training or equivalent experience

Tools

Oracle

GEMS

Calendar

Excel

PowerPoint

Word

Job description

The Biological Sciences Division at the University of Chicago seeks an Administrative Support professional for the BSD Pulmonary section. This role provides comprehensive administrative assistance to multiple faculty members and clinical staff, helping manage calendars, reimbursements, travel, and events.

Ideal candidates will have 5–7 years of related experience, strong communication skills, and proficiency with Oracle and GEMS, along with Microsoft Office.