Senior Administrative Analyst & Executive Coordinator

University of Chicago; United States; On-site; USD 100,000 - 110,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Job summary

The University of Chicago invites applications for an Administrative & Analysis role within the BSD MED - General Internal Medicine office. The role provides high-level administrative management for the Vice Dean and SVP/CDO, coordinating complex calendars and preparing briefing materials for leadership.

Responsibilities include drafting memos, organizing meetings, handling sensitive communications, and supporting budget and project analytics. Requires 7+ years of experience and a BA.

Qualifications

• Education: Bachelor’s degree or equivalent.
• Experience: 7+ years in administrative roles.
• University/academic medical center environment preferred.

Responsibilities

• Manage complex, high-volume calendars and coordinate meeting logistics.
• Draft briefing memos, presentations, and correspondence for leadership.
• Staff board/leadership meetings and prepare operational reports.
• Coordinate logistics for institutional meetings and events.
• Handle sensitive communications with discretion and maintain workflows.
• Provide budget monitoring and financial reporting support.

Skills

Excellent verbal communication

Excellent written communication

Interpersonal skills

Organizational skills

Problem-solving

Education

Bachelor's degree

Job description

Department BSD MED - General Internal Medicine

About the Department The newly established office of AI, Precision Medicine, and Data Analytics brings together academic research and clinical operational leadership across the Biological Sciences Division (BSD) and UChicago Medicine (UCMC). This office serves as a unified authority over clinical informatics, research informatics, omics, AI, and precision medicine. Our mission is to bridge discovery and operations to position UChicago Medicine as a national leader in clinical-first, AI-powered precision medicine. By consolidating distributed informatics capabilities, translational data science initiatives, and institutional biobanking, this enterprise unifies personnel, operations, and strategic investments to drive preeminence and scalable growth. The department is actively building a world-class team of faculty, researchers, and operational experts across clinical and computational phenomics, informatics, and AI to support enterprise organization & governance, develop a unified data platform, make usable real-world data for research and to enhance clinical outcomes, and to develop external data partnerships.

Job Summary

This role serves as a key operational and analytical anchor for the Office of the Vice Dean, providing high-level administrative management, calendar coordination, and project support to the BSD Vice Dean and UCMC Senior Vice President for AI, Precision Medicine and Chief Data Officer. Working closely with Office leadership, the position ensures seamless daily operations, manages complex scheduling across dual clinical and academic appointments, prepares accurate briefing materials and correspondence for leadership, and provides other project and analytical support as needed.

Responsibilities

• Manage complex, high-volume schedules and coordinate meeting logistics across institutional units, protecting executive focus and resolving operational bottlenecks in real-time.
• Draft, format, and organize executive briefing memos, presentations, and correspondence under tight deadlines.
• Serve as a reliable point of contact for internal and external stakeholders, handling sensitive communications with discretion and maintaining organizational workflows.
• Coordinate the logistics and operational details for institutional meetings, committee sessions, special events, and visiting schedules.
• 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.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• 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.
• May act as liaison to Board of Directors.
• Coordinates special projects as directed by the leader.
• Prepares write ups for recommendations for operational and administrative problems.
• May manage a portion of the leader's budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Perform 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 7+ years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Education: Bachelor's degree in relevant field.

Experience: Progressively responsible administrative experience.

Experience in a university or Academic Medical Center environment.

Preferred Competencies

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills, ability to maintain files.
• Proficiency with word processing applications, preparing presentations, spreadsheets and databases.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Ability to exercise sound judgment and excellent problem-solving skills.
• Attention to detail and proofreading skills.
• Ability to exercise flexibility and contribute to the overall work of the team.
• Considerable skill in working both independently and as a team member.
• Ability to take initiative.
• Familiarity with administration within a research university environment.

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 Salary

FLSA Status Exempt

Pay Range $100,000.00 - $110,000.00 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.

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