Executive Assistant

Department

BSD MED - Hematology and Oncology - Administrative Support

About the Department

The Section of Hematology/Oncology has a proud and long tradition of excellence in research-based patient care and clinical discovery. Ranked among the finest cancer programs in the country, the Section is comprised of nationally and internationally known faculty with expertise in all major types of malignancies, blood disorders, and experimental therapies.

Job Summary

The Executive Assistant will perform advanced, diversified, and confidential administrative support for the Transplant and Cellular Therapy (TCT) Program Medical Director and Clinical Director (executives).

Responsibilities

• Stay informed of activities relating to the TCT Program and Jonas Center initiatives, apprising the executives of issues when deemed necessary.

• Coordinate information flow from the executive's office, representing the executives to other University and UChicago Medicine hospital executives and outside agencies as applicable.

• Process correspondence and other written materials for the executives. This includes forwarding progress notes from the electronic medical record to referring providers.

• Triage emails and telephone calls for action and resolve routine and complex inquiries. Refer inquiries to the appropriate person and follow up to ensure complete and timely responses.

• Maintain the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. This includes meeting with the executive’s clinical team to coordinate time away, holidays, inpatient service obligations, and adjustments to clinics in Hyde Park, Silver Cross, and Carle Clinic locations.

• Schedule and coordinate meetings, conferences, and special events, ensuring the executive is prepared through compiling data, presentation slides, and other information and materials.

• Coordinate complex travel arrangements for the executive, ensuring that all necessary files, materials, and supplies are assembled, and prepare the itinerary.

• Submit invoices for travel expenses related to speaking engagements and conferences for the executive. This includes processing of monthly expenses pertaining to agreement with Carle Clinic.

• Serve as administrative point of contact for the TCT team, assisting with coordinating program-related working group meetings and conferences or symposium as requested by the TCT administrator. Manage office supplies for the TCT Program.

• Send email communications on behalf of the executives to the TCT Program at large, and manage TCT Program email distribution lists, as needed.

• Coordinate onsite and virtual visits for candidates and guests of the TCT Program and Jonas Center, as applicable.

• Interpret requests and help implement action, deciding whether the executive should be notified of important or emergency matters.

• Manage special projects.

• 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.

• 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:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Progressively responsible administrative experience.

• Experience in a university or Academic Medical Center environment.

• Experience with complex scheduling, meeting preparation, and event coordination.
   

Technical Skills or Knowledge:

• Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Excel).

• Proficiency with word processing applications