Senior Administrative Secretary – Infectious Diseases

uchicago; Chicago (IL); On-site; USD 3,598,000 - 4,798,000; Full time

Job summary

The University of Chicago seeks an experienced Secretary V to provide highly complex administrative support for the Section of Infectious Diseases within the Department of Medicine. You will report to the Section Administrator and support a large team of faculty, fellows, and staff.

Responsibilities include scheduling, office operations, purchasing, IT coordination, onboarding, records management, and coordinating section events and programs.

Qualifications

• 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.

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

Office software proficiency

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The University of Chicago seeks an experienced Secretary V to provide highly complex administrative support for the Section of Infectious Diseases within the Department of Medicine. You will report to the Section Administrator and support a large team of faculty, fellows, and staff.

Responsibilities include scheduling, office operations, purchasing, IT coordination, onboarding, records management, and coordinating section events and programs.