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 ( 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. This position is eligible for remote work based on business needs and the demands of specific tasks. 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 faculty member’s individual finances including soliciting and processing travel reimbursements, honoraria, and other internal and external receivables, to ensure timely dispersal of obligated payments. Orders supplies and equipment.

Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.

Serve as an information gateway for general inquiries, including assistance with answering the main administrative phone line and general email.

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

Coordinates special projects as directed by 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).

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Work Experience:Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

Bachelor’s degree.

Experience:

Experience working in an academic medical center.

At least five years prior experience in a senior level administrative support position for executive-level leaders.

Experience with scheduling for multiple leaders, preparing leaders for meetings, and events.

Creating, editing, proofing, and sending executive communication on behalf of supported leaders.

Extensive experience in preparing presentation decks for executive leadership.

Technical Skills & Knowledge:

Proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat.

Experience with Project Management and methodologies.

Demonstrated knowledge of University financial systems, purchase order (PO) process, etc.

Preferred Competencies

Ability to handle highly confidential and sensitive materials and situations.

Excellent oral and written communication skills.

Ability to interact comfortably with senior executives, faculty, and staff.

Ability to develop collaborative relationships throughout the University and Medical Center community.

Ability to effectively represent the mission, values and strategic plan of the organization and leaders through work products, efforts, and communication.

Ability to manage and organize ad hoc projects to support processes and workflows for the department.

Ability to be reliable, driven and results oriented.

Strong organizational, communication and interpersonal skills.

Experience handling multiple projects and working well under deadlines.

Ability to use appropriate resources to resolve an issue.

Working Conditions

Office environment.

Fast-paced environment.

Eligible for hybrid work based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.

Application Documents

Resume (required)

Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

Yes

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or 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 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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