​​​Executive Assistant

Department

BSD PED - Administration

About the Department

The Department of Pediatrics at the University of Chicago is a dynamic and stimulating place to work. We strive for the highest level of complex care for children from diagnosis and treatment; provide outstanding education and training for students, postgraduate scholars, and physicians; and nurture the research of Department scholars who seek to elucidate the causes of pediatric disease and identify promising new therapies. In addition to our provision of clinical care at UChicago Medicine (UCM) Comer Children’s Hospital and at our regional sites, we are currently expanding our clinical care across Northern Illinois and Northwestern Indiana. In collaboration with our partners in the Chicagoland Children’s Health Alliance (CCHA; Advocate Children’s Hospital, and NorthShore University Health System). CCHA has responsibility for the care of almost 1 million children. The Department has 6 ambulatory sites and 3 inpatient sites of care across the region with the goal of providing care ‘close to home’ whenever feasible (https://pediatrics.uchicago.edu/). Our mission is to improve the health of every child entrusted to us, in an inclusive environment that is committed to family-centered care, clinical excellence, impactful scholarship, effective disease prevention, and advocacy for the appropriate care of every child. We are especially committed to the children on the South Side of Chicago and to altering the inequities in healthcare.

Job Summary

The Executive Assistant will independently manage multiple administrative and management tasks, while providing high-level support to the Executive Administrator, Vice Chair, and Director of Medical Education and Professional Development for the Department of Pediatrics. Must be able to provide a wide variety of exceptional strategic support and project assistance including scheduling and coordinating high-priority meetings, organizing meetings and workshops, running special events, and maintaining calendars, while upholding confidentiality and exercising discretion in handling sensitive matters.

This key position supports leaders by prioritizing competing requests, proactively securing resources, and using independent judgment to escalate matters appropriately and to ensure smooth and effective operations. They will be a creative and positive self-starter with the right set of skills to take on a range of projects and work from concept to completion. This fast-paced role demands a high level of discretion, confidentiality, attention to detail, and flexibility.

​​​Our department follows a hybrid work structure that fosters productivity, collaboration, and employee well-being. Working from the office is encouraged for tasks that require a high degree of collaboration.

Responsibilities

• Manages telephone and email communications for respective leader and responds or coordinates responses with relevant team members and follows up to ensure complete and timely responses. 

• Collaborates on new and ongoing projects. Tracks and helps drive completion of key deliverables and follows up on outstanding items. Tasks include proofreading, fact-checking, and editing papers and reports under the supervision of the Faculty and Executive Administrator. 

• Coordinates events for the Medical Education Office. Researches logistics, assists with planning and preparing presentations, event outreach, and post-event write-ups. 

• Prepares and coordinates letters of recommendation, faculty reports, conflict of interest statements, and other institutional documents for leaders’ submission. 

• Supports creation of Grand Rounds and other event materials and schedules. 

• Supports Director of Medical Education and Professional Development for the Department of Pediatrics to conduct regular market research to analyze trends in medical education recruitment to remain competitive. Gathers and analyzes data on benefits and incentives offered by peer institutions for house staff.  Fosters positive relationships with educational institutions and professional networks to enhance recruitment efforts. 

• Manages fac