Secretary V

University of Chicago; Chicago (IL); Hybrid; USD 74,845,000 - 99,802,000; Full time

Job summary

The University of Chicago's Department of Medicine, Section of Infectious Diseases, seeks a highly capable Secretary V to provide complex administrative support for a large, expanding team of 50+ faculty, fellows and staff in Chicago.

Under minimal supervision, the role coordinates scheduling, onboarding, purchasing, IT requests and other office operations to keep the section running smoothly, with a focus on accuracy and timely communications.

Qualifications

• Education: High School Diploma or equivalent required. Bachelor's degree preferred.
• Experience: Five years of office experience required. Hospital or academic medical center experience preferred.

Responsibilities

• Provides administrative support for faculty, fellows, and staff within the Section of Infectious Diseases, a section of more than 50 members.
• Coordinates complex scheduling needs, including one-time and recurring meetings, service schedules, rounds, interviews, rotations, and section events.
• Responds to a high volume of day‑to‑day administrative requests received by email, phone, and in person.
• Supports section operations by managing office supplies, equipment, mail, faxes, parking passes, keys, shipments, space needs, and facilities‑related requests.
• Serves as a point of coordination with University and Medical Center partners, including facilities, BSDIS, UCMIT, GME, PSOM, and other administrative offices.
• Supports purchasing, reimbursements, payables, expense reporting, expenditure tracking, and other financial administrative processes.
• Coordinates technology needs, including hardware and software requests, equipment setup, troubleshooting coordination, and related communication with IT teams.
• Assists with faculty, fellow, staff, candidate, visitor, resident, and medical student onboarding, transitions, scheduling, documentation, and logistics.
• Maintains records, files, schedules, rosters, attendance records, clinic counts, and other administrative tracking documents.
• Arranges meetings, interviews, conferences, section functions, guest speaker visits, fellow events, and other special programs.
• Supports educational and training activities, including fellow transitions, resident and medical student rotations, elective courses, remote rounds, and mini-residency programming.
• Coordinates recurring administrative processes related to clinical schedules, outside clinic time sheets, invoices, dashboards, GME documentation, CME paperwork, and honoraria.
• Performs a broad range of additional administrative duties as assigned to support the effective day‑to‑day operation of the Section of Infectious Diseases.
• Other duties as assigned.

Skills

Communication skills

Teamwork

Prioritization

Microsoft Office

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Department BSD MED - Infectious Diseases - Administrative Support

About the Department

The Section of Infectious Diseases and Global Health within the Department of Medicine has a long tradition of clinical excellence and research accomplishment. Recently the section has been revitalized, with recruitments designed to advance clinical programs and subspecialty training programs, clinical and laboratory research, and global health programs. The vision for the Section is to achieve excellence areas across a wide range of the discipline. This includes a commitment to be at the forefront for infectious diseases that are serious threats to the public health, particularly HIV infection, antimicrobial-resistant pathogens, agents of bioterror, and other emerging infectious diseases, here in our communities and abroad.

Job Summary

Under minimal supervision and with a high level of proficiency, the Secretary V provides highly complex administrative support for the Section of Infectious Diseases within the Department of Medicine at the University of Chicago. This position reports to the Section Administrator and supports the administrative operations of a large and growing section of more than 50 faculty, fellows, and staff.

Responsibilities

• Provides administrative support for faculty, fellows, and staff within the Section of Infectious Diseases, a section of more than 50 members.
• Coordinates complex scheduling needs, including one-time and recurring meetings, service schedules, rounds, interviews, rotations, and section events.
• Responds to a high volume of day‑to‑day administrative requests received by email, phone, and in person.
• Supports section operations by managing office supplies, equipment, mail, faxes, parking passes, keys, shipments, space needs, and facilities‑related requests.
• Serves as a point of coordination with University and Medical Center partners, including facilities, BSDIS, UCMIT, GME, PSOM, and other administrative offices.
• Supports purchasing, reimbursements, payables, expense reporting, expenditure tracking, and other financial administrative processes.
• Coordinates technology needs, including hardware and software requests, equipment setup, troubleshooting coordination, and related communication with IT teams.
• Assists with faculty, fellow, staff, candidate, visitor, resident, and medical student onboarding, transitions, scheduling, documentation, and logistics.
• Maintains records, files, schedules, rosters, attendance records, clinic counts, and other administrative tracking documents.
• Arranges meetings, interviews, conferences, section functions, guest speaker visits, fellow events, and other special programs.
• Supports educational and training activities, including fellow transitions, resident and medical student rotations, elective courses, remote rounds, and mini-residency programming.
• Coordinates recurring administrative processes related to clinical schedules, outside clinic time sheets, invoices, dashboards, GME documentation, CME paperwork, and honoraria.
• Performs a broad range of additional administrative duties as assigned to support the effective day‑to‑day operation of the Section of Infectious Diseases.
• Other duties as assigned.

Competencies

• Communicate effectively both orally and in writing.
• Work effectively with supervision and as a part of a team.
• Identify priorities; recognize and resolve or refer problems.
• Proficient knowledge of Microsoft Word, Excel and Outlook.

Education and Experience

Education: High School Diploma or equivalent from an accredited institution required. Bachelor's degree preferred.

Experience: Five years of office experience required. Hospital or academic medical center experience preferred.

Pay Range

Pay Range: $26.12 - $34.83 per hour.

Required Documents

Resume/CV Cover Letter

Recruitment Process

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Benefit Eligibility

Yes

Pay Rate Type

Hourly Pay Range $26.12 - $34.83

Scheduled Weekly Hours

40

Union

024- Local 743, I.B.T.

Job is Exempt

No

Background Screening

No Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required

Posting Date

2026-09-03

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. The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here http://www.uchicago.edu/