1) Provide consistent, high-level administrative support to Executive Administrator (EA), including, but not limited to: calendar management, including complex scheduling situations with senior Divisional and University leaders; meeting logistics coordination, including agenda development, meeting materials and distribution, attendance, audio visual, room reservations, catering needs, and minutes; and, document creation, including charts, graphs, PowerPoint presentations, and other materials as needed.
2) Assist with compliance activities, including monitoring and appropriate follow-up.
3) Coordinate information flow, including tracking and collecting reports and other deliverables requested by EA, ensuring timeliness, accuracy and completeness.
4) Stay informed of activities relating to Biological Sciences Division, University of Chicago Medicine, and University programs and initiatives, apprising the EA of potential issues when deemed necessary and track critical deadlines.
5) Responsible for financial transactions and tracking for the EA, including processing GEMS expense reports, invoices, purchase orders, and payments, etc., as delegated.
6) Serve as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email. Assist with maintenance of department website.
7) May provide support to other members of the Senior Operations team, as directed by the EA.
8) Work collectively with other administrative staff in providing backup and assistance for the office.
1) Exercise considerate discretion, judgment and confidentiality with sensitive information.
2) Strong communication and customer service skills via phone, e-mail and in-person.
3) Ability to communicate comfortably with faculty, staff, students, and officials at the highest level within and outside of the organization.
4) Strong organizational skills, attention to detail, and proofreading skills.
5) Work independently and as part of a team.
6) Excellent analytical and problem-solving skills.
7) Ability to use appropriate resources to resolve an issue.
8) Ability to take initiative, as well as organize and complete projects with minimal supervision.
9) Foster partnership and collaboration in support of commitment to excellence.
10) Proficiency with word processing applications, preparing presentations, spreadsheets and databases.
11) Advanced skill using Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.).
1) Office environment
2) Fast-paced environment
1) Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
1) Bachelorâ™s degree.
1) Knowledge and skills developed through 2-5 years of work experience in a similar position.
2) Health care and/or university environment.
3) Software applications (e.g., Microsoft Office, Adobe Acrobat, etc.).
2) Cover letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR06651
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