Department
BSD MED - General Internal Medicine
About the Department
Job Summary
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.
- Performs 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:
Certifications:
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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.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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.
Skills Required
- Vocational training, apprenticeship, or equivalent experience in a related field
- 7+ years of work experience in a related job discipline
- Bachelor's degree in a relevant field
- Progressively responsible administrative experience
- Experience in a university or academic medical center environment
- Excellent verbal and written communication skills
- Excellent organizational, file maintenance, and attention-to-detail skills
- Proficiency with word processing applications, presentations, spreadsheets, and databases
- Sound judgment, problem-solving, and ability to manage competing priorities
- Ability to work independently and collaboratively, take initiative, and maintain confidentiality
What We Do
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to rigorous inquiry and intellectual freedom draws pathbreaking scholars to our global campuses, where field-defining ideas are born that challenge and change the world. The University of Chicago has its main campus on Chicago's South Side and seven international campuses and centers throughout the world. Students can choose from 53 majors and 47 minors in the undergraduate College, with four divisions and seven professional schools for graduate study.
