Executive Assistant

Department

BSD UCF - Administrative Support

About the Department

The Biological Sciences Division (BSD) is the largest unit of the University. Established in 1930, the BSD is comprised of faculty from the clinical and basic sciences. In this unique academic community, a unified division delivers undergraduate, graduate, medical, and postgraduate education in the biological sciences together with outstanding patient care and world-renowned research. The BSD currently includes approximately 135 faculty in the 10 basic science departments, over 800 faculty in 13 clinical departments, and 2400 staff members. The BSD includes the Pritzker School of Medicine (PSOM), approximately 24 academic units, degree-granting committees, and research centers and institutes. The BSD is located on the University's main campus in Hyde Park, 20 minutes south of downtown Chicago. Under the leadership of the University Executive Vice President for Medical Affairs and Dean of the BSD, the BSD and University of Chicago Medical Center (UCM)—a separate legal entity controlled by the University—are collectively known as the University of Chicago Medicine (UChicago Medicine or UCM). UCM oversees the finances and operations of all inpatient and ambulatory services. The UCMC medical staff is comprised of faculty physicians who receive academic appointments in the University and the clinical departments of the BSD. BSD’s patient care operations are conducted on the Hyde Park campus and in clinics located in the Chicago Land area.

Job Summary

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

The Executive Assistant provides high level administrative support for Chief Physician of UCM, Chief Administrative Office of the Faculty Practice (UCFP), UCFP Board, the UCM Medical Group (UCMMG) Board of Directors, the UCM ACO (UCMACO) Board of Directors, and the UCM Physician Partners (UCMPP) Board of Managers. The Executive Assistant manages the day-to-day operations for the administrative office and provides administrative, financial, and analytical support for the strategic planning events and activities. This position acts as a liaison with various administrative offices within the entire University of Chicago community. The nature of this work requires the highest level of confidentiality.

Responsibilities

• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• Assists with the preparation of executive presentations, reports, and correspondence.

• Coordinates meetings within the department and in person events as needed.

• Processes payments and reimbursements.

• Relieves leaders of administrative responsibilities.

• 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.

• 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 priorities and effective use of the leader's time.

• 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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