Administrative Assistant

Job Title : Administrative Assistant

Location : 924 E 57th Street, Chicago, Illinois 60637 (Hybrid 3day onsite and 2 days remote)

Duration : 3+ months contract

Job Description:

About the Department

The Pritzker School of Medicine is one of few medical schools to be located physically on its University campus, offering both intellectual and social advantages to students who spend their medical school years within a vibrant, multidisciplinary community. Most importantly, the opportunity for collaborative research and study is outstanding: all divisions of the University and its professional schools are located within steps of the hospital, as are the extensive biological and physical sciences research laboratories, thus providing a rich array of opportunities for our medical students.

Job Summary

The Operations Coordinator is a professional role that reports to the Associate Dean of Medical School Administration and will have responsibility for providing a high level of business operations support for all units within the medical school (Curriculum, Student Programs, Admissions, Health Equity, Diversity, and Inclusion, and Communications). The role will serve as the primary backup to support the Dean for Medical Education, in the absence of the Executive Assistant.

The successful employee must be able to operate independently, creatively, and with enthusiasm to identify challenges, formulate responses, and implement effective strategies to ensure the excellence of medical education administration at the University of Chicago.

Responsibilities

• Provide high-level administrative and event support for units within the medical school (Student Programs, Health Equity, Diversity, and Inclusion, Curriculum, and Admissions) as needed, including events. Administrative support includes but is not limited to scheduling meetings, submitting reimbursements, ordering food, and sending communications on behalf of units.
• Serve as the lead operations manager and leader of the Pritzker School of Medicine. Provides leadership for space upgrades and maintenance of key equipment and spaces overseen by the medical school. Oversees the management of supplies, including their purchase, organization, and storage to reduce duplication of effort and cost. Provides ongoing support for computer equipment upgrades and installation. Develops operational policies and procedures related to office management and the Dean's work. Provides onboarding services for new employees (space, identification, room access, computers, telephone, etc.). Leads the admin resource group.
• Provide administrative support for all professional development activities in medical education, including but not limited to programs sponsored by the University of Chicago Academy of Distinguished Medical Educators, Research in Medical Education Conferences, MERITS Fellowship Program, the Faculty Advancing in Medical Education workshop, etc.
• Serve as primary backup and support to the Executive Assistant for the Dean for Medical Education, including assisting with all aspects of the Dean for Medical Education's calendar and interaction with other key leaders, faculty, staff, residents, and students, including providing support for telephones, correspondence, appointments, and travel. Contribute to the preparation of the Dean's daily schedule, and the assembly of appropriate files and meeting materials. Assist the Executive Assistant in supporting the Dean for Medical Education and operations-related projects as needed.
• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
• Plans and conducts quality assurance reviews and recommends changes as appropriate.
• Interacts with faculty, researchers and staff for committee work or information.
• Performs other related work as needed.

Qualifications

Education:

Bachelor's degree.

Experience:

• Administrative experience in an academic or medical center environment.
• Experience in increasingly responsible positions that require handling sensitive and confidential information.
• Extensive project management skills and negotiation experience.

Technical Skills or Knowledge:

• Proficient knowledge of Microsoft Excel, Word, PowerPoint, Outlook, and other common software programs used in support of administration.

Preferred Competencies

• Proven ability to set and maintain standard for a high volume of productivity in a fast-paced environment.
• Must possess a high degree of accuracy with attention to detail.
• Must possess the ability to effectively prioritize multiple tasks and meet deadlines.
• Ability to work successfully in a team atmosphere.
• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, patients, staff, faculty, students, and others.
• Communicate effectively, both orally and in writing.
• Identify priorities; recognize and resolve or refer problems.
• Work effectively with little supervision and as a part of a team.
• Must be able to maintain a calm and courteous demeanor and to work productively.
• Must be able to problem-solve and follow an issue through to resolution.
• Excellent interpersonal skills, including the ability to handle all constituents with courtesy, maturity, discretion, and diplomacy.
• Demonstrated ability to enthusiastically support and work with Faculty Deans, Directors) medical students, and staff in a 'matrixed' rather than 'silo' organization.