Administrative Assistant

Department

BSD PED - Infectious Diseases - Administration

About the Department

The Section of Pediatric Infectious Diseases at the University of Chicago is a nationally recognized academic clinical unit dedicated to excellence in the diagnosis, treatment, prevention, and research of infectious diseases affecting children and adolescents. Our team provides comprehensive, family-centered care across inpatient and outpatient settings at Comer Children’s Hospital and affiliated clinics, serving a diverse and medically complex patient population. We are deeply committed to community health and equity through innovative outreach programs such as Health4Chicago, a mobile, school-located vaccination initiative delivering CDC-recommended immunizations to children and families across the Chicagoland area. The section also houses the VAX Center of Excellence, leveraging multidisciplinary expertise to advance vaccination access, education, and equitable prevention strategies. Our Care2Prevent (C2P) program offers holistic HIV prevention, treatment, behavioral health, and support services to youth, addressing both biomedical and social determinants of health and serving as a model for pediatric and adolescent HIV care. Through these programs, alongside robust clinical service, trainee education, and scholarly activity, our section strives to improve health outcomes for individuals and communities across Chicago and beyond.

Job Summary

The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned section(s). Performs comprehensive administrative tasks to facilitate the daily operations of one or more sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in office software, and have a knack for problem-solving.

If you are a dedicated and detail-oriented professional with a passion for providing top-notch administrative support, we invite you to join our team and play a vital role in our success.

Responsibilities

• Provide daily administrative support to clinical and program leaders within the section(s). 

• Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items. 

• Provide and manage administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality. 

• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective. 

• Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs. 

• Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow up on outstanding items. 

• 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 admin