Project Assistant IV

Department

BSD MED - General Internal Medicine - Administrative Support

About the Department

General Internal Medicine (GIM) has a rich tradition at the University of Chicago, dating back to the founding of the medical school in 1927. With the rising prominence of the medical subspecialties after World War II, the Department of Medicine reaffirmed its commitment to GIM in 1969: 'Every trainee must receive intensive, comprehensive training in General Medicine as an optimal base for advanced training, whether in a subspecialty or General Internal Medicine.' Under the leadership of Dr. Alvin Tarlov (Chair of Medicine, 1968-81), the University of Chicago led a national effort to reestablish academic sections of General Internal Medicine. In 1973, the Section of General Internal Medicine was organized to include separate GIM inpatient, outpatient, and consultation services. The Section of General Internal Medicine assumed responsibility for housestaff training and for relationships with community hospitals. A fellowship program was established for trainees interested in academic GIM and educational leadership. With the support from our Department Chairs since 1968 ,GIM research has flourished at the University of Chicago, with faculty recognized as national leaders in the areas of medical ethics, health economics and policy, health services and outcomes research.

Job Information

Job Summary:

Under limited supervision, the Project Assistant IV will coordinate the daily administrative needs for the Center Director and research faculty.  Update/maintain the calendars of the Director and assigned faculty. Participate in the coordination of research and programs sponsored and organized by the Center for Chronic Disease Research and Policy (CDRP).  Assist with the logistics of travel arrangements, lodging, and program schedule for conferences and special events. Manage the administration of the recruitment of new personnel.  

This is an Academic Discretion position.
 

Responsibilities:

• Assist research faculty with managing and organizing day-to-day administrative operations of research projects and Center programming.

• Provide clerical support for assigned faculty members including manage correspondence, prepare manuscripts and presentations, coordinate meetings, and make travel arrangements.

• Triage CDRP emails and telephone calls for action. Resolve mostly routine and some complex inquiries.

• Manage special projects, organize and coordinate individual and group meetings and special events (e.g., Annual CDRP Symposium, Mt. Hood International Conference, C3EN Annual Meeting, etc.).

• Assist with financial matters, including assisting in the continuous improvement of overall financial management, budget performance, and strategic planning of assigned research projects and Center programming, including processing purchase orders, invoices, travel reimbursements, and other payment/billing activities. Ensure individual expenditures are charged to the appropriate account.

• Prepare and disseminate comprehensive announcements, agendas, minutes, reports and other materials.

• Provide back-up support to other faculty, when needed.

• Other duties as assigned.

Competencies:

• Proficiency with Microsoft Office suite required.

• Self-motivated, work independently, and in an organized manner prioritizing the work of multiple projects with constant interruptions. 

• Excellent verbal and written communication skills required as well as the ability to work with a variety of people at different levels (faculty, administrators, etc.).

• Work independently yet accept direction when needed. Handle a large volume of work often restricted by deadlines. 

• Multitask and work independently as well as a team member. Proven ability to work effectively without supervision in a pressured environment. 

• Anticipate faculty member's needs and act accordingly.

Additional Responsibilities

Education, Experience, or Certifications:
Education:

• High school diploma or equivalent required.

• Bachelor's degree preferred.  ​

Experience: