Senior Administrative Specialist - Infectious Diseases

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

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.