Administrative Assistant​

Department

BSD PED - Neonatology - Administration

About the Department

With a bed capacity of 71 beds, the NICU in Comer Children's Hospital is one of the largest Level III NICUs in Chicago and a major referral center for the sickest newborn infants with the most complex conditions. It has close to 900 admissions per year accounting for nearly 19,000 patient bed-days. In collaboration with the Maternal-Fetal Service, Neonatology runs the University of Chicago Perinatal Network with over 10 affiliated community hospitals. A state-of-the-art facility, the NICU offers critically-ill infants with innovative mode of interventions including ECMO which can be provided for up to three infants at a time with a special group of technicians supplementing our NICU nursing staff; nitric oxide treatment for babies with hypoxic respiratory failure; oscillator support for babies with severe air leak syndrome; in-dwelling gas monitoring to minimize the use of phlebotomy; on demand EEG, and the capability for 24-hour EEG monitoring.

Job Summary

The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of the Neonatology section. Performs comprehensive administrative tasks to facilitate the daily operations of the Neonatology section, 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 Neonatology section. 

• Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects in the section. 

• Track and help drive completion of key deliverables and follow up on outstanding items. 

• Provide and manage administrative, expense, and logistic support for the section chief and other leaders, 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 administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. 

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar, exercising considerable discretion and judgment as to pr