Job Description:

• Orchestrates the public relations of the department in conjunction with the Chair and the Executive Administrator.
• Facilitates communication and dissemination of information among faculty, and staff within the Department, Division, University, Medical Center and outside agencies.
• Interacts daily with various Medical Center and University personnel while performing the responsibilities of the job.
• Effectively communicates with a broad range of individuals internal as well as external to the University.
• Serves as editor and assumes primary responsibility for generation of key department publications including the annual report, promotional materials used for recruitment and fund raising purposes.
• Works closely with the Chair and Executive Administrator coordinating the administrative needs of the Department; ensures that all reporting documents are submitted to the Chair, ensures that follow-up items are acted upon by the committees etc.
• Performs ongoing assessment of the Chair's office organization and functioning, advises the Executive Administrator of deficiencies in office systems and operations and recommends solutions.
• Assumes responsibility for completely resolving complaints/issues not resolved at lower management or staff levels.
• Provides administrative support to the Chair including production of documents such as agendas, spreadsheets, reports, notices, and on call schedules.
• Completes special projects on a regular basis or as assigned. Independently plans and arranges department special events, meetings and seminars, actively participate in faculty and resident recruitment activities, determining suitability of space for requested activities.
• Regularly monitors and standardizes procedures to improve the efficiency of the Chair's office.
• Exercising independent judgment, maintains conference room schedule.
• Ensures that faculty members' curriculum vitae is updated on a regular basis.
• Receives and investigates issues/problems needing a response from the Chair or Executive Administrator.
• Appropriate triage of telephone calls.
• Greets and escorts scheduled visitors to appropriate area or person.
• Secures and confirms travel arrangements, prepares itinerary, provides written lodging confirmation and travel suggestions for academic recruits.
• Maintains current directory of accommodations and transportation available and answers inquiries concerning transportation and accommodations.
• May coordinate clerical support, including recommending various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; determining work priorities and scheduling work flow to meet deadlines; and ensuring accuracy and timeliness of work.
• 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.
• Prepares 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.

Preferred Qualifications

Education:

• Degree in related field (Business, Administration, Communications, etc.).

Experience:

• Working knowledge in an Academic Medical Center.
• Background supporting physicians/faculty.
• Expertise in supporting leadership positions.

Preferred Competencies

• Excellent written and oral communication.
• Organizational skills.
• Effective problem-solving skills.
• Outstanding collaboration skills.
• Attention to detail.
• Work autonomously.
• Working knowledge of a wide variety of digital collaboration tools (Zoom, MS Teams, Slack, etc.).
• Proficiency with MS Office suite.

Working Conditions

• Use a computer for extended periods.

Applications Documents

• Resume/CV (required)
• Cover Letter (preferred)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.

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