Executive Assistant, Surgery Administration

Department

BSD SUR - Core Operations

About the Department

Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale.

Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery.

In addition to our department's clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance.

This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff.

We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Summary

The job provides high-level administrative support to the Office of the Chair and Surgery Administration with a collaborative and customer service focus.

Responsibilities

Provides confidential and high-level administrative support to the Chair, Executive Administrator, and Surgery Administration.

Stays informed of activities relating to University programs and initiatives, apprising the Chair and Executive Administrator of issues when deemed necessary.

Coordinates information flow from their office to the University and UChicago Medicine. Relieves the Chair, Executive Administrator, and other Surgery Administration leaders of administrative responsibilities.

Initiates correspondence and other written materials under own signature or for signature of the Chair and Executive Administrator including letters, memos, and presentations.

Triages emails and telephone calls for action. Resolves routine and complex inquiries.

Facilitates scheduling and serves as onsite host for varied named lecture speakers and visiting professors.

Manages weekly continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details with independent decision-making and oversight.

Works with faculty prior to the course to prepare course materials, coordinates all event-planning details for the courses, works with legal on required contracts, and invoices companies after the courses are completed.

Researches complex scientific information (i.e. Scholarly publications), submits budget applications and creates learning objectives to include in the CME applications.

Ensures the Chair is compliant with all Medical Staffing Office guidelines and manages recredentialing efforts.

Organizes the weekly Chiefs’ Meetings and prepares related materials.

Oversees and maintains the physical office space, ordering supplies, and submitting work orders.

Provides cross coverage to the Surgery Administration Sr. Operations Coordinator.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

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 :

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.

Bachelor's Degree.

Experience :

Prior experience working with EPIC and Tableau.

Preferred Competencies

Familiarity with central administration within a complex research university environment.

Excellent oral and written communication skills.

Excellent interpersonal and customer service skills.

Ability to handle public contact with courtesy, clarity, and diplomacy.

Ability to handle sensitive and confidential situations and information with absolute discretion.

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Excellent problem-solving skills.

Ability to use appropriate resources to resolve an issue.

Ability to follow an issue through to resolution.

Considerable skill in working both independently and as a team member.

Ability to take initiative and organize and complete projects with minimal supervision.

Expert working knowledge of Microsoft Office and Adobe.

Application Documents

Resume (required)

Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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 : . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E.

61st Street, Chicago, IL 60637.