University of Chicago
Executive Assistant
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 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 include maintaining the leaders calendar, assisting with the preparation of executive presentations, reports, and correspondence, coordinating meetings, processing payments and reimbursements, relieving leaders of administrative responsibilities, providing confidential and high-level administrative support for a leader, initiating correspondence and other written materials, triaging emails and telephone calls, resolving routine and complex inquiries, preparing special reports and summaries, managing daily operation of the office, coordinating special projects, and performing other related work as needed. Minimum qualifications include vocational training or equivalent experience in a related field and 7+ years of work experience in a related job discipline. Preferred qualifications include a bachelors degree, experience as an executive level, C-Suite, or Deans administrative assistant in an academic or healthcare environment, experience preparing executive level presentations, experience with website updates, experience composing and issuing communication on behalf of leadership, collaborative solutions-oriented approach, experience with tracking and leading projects, advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word, excellent customer service and interpersonal skills, ability to handle sensitive and confidential situations, strong organizational skills, experience managing multiple projects and deadlines effectively, ability to utilize a flexible approach to changing priorities, experience with triaging issues, experience with GEMS, Buysite, and University policies, experience working with senior leadership, project management, progressively responsible administrative experience, and previous academic experience. Working conditions include an office setting. Application documents required include a resume and a cover letter (preferred). The documents 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. Scheduled weekly hours: 40. Drug test required: No. Health screen required: No. Motor vehicle record inquiry required: No. Pay rate type: Salary. FLSA status: Exempt. Pay range: $60,000.00 - $90,000.00. Benefits eligible: Yes.
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 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 include maintaining the leaders calendar, assisting with the preparation of executive presentations, reports, and correspondence, coordinating meetings, processing payments and reimbursements, relieving leaders of administrative responsibilities, providing confidential and high-level administrative support for a leader, initiating correspondence and other written materials, triaging emails and telephone calls, resolving routine and complex inquiries, preparing special reports and summaries, managing daily operation of the office, coordinating special projects, and performing other related work as needed. Minimum qualifications include vocational training or equivalent experience in a related field and 7+ years of work experience in a related job discipline. Preferred qualifications include a bachelors degree, experience as an executive level, C-Suite, or Deans administrative assistant in an academic or healthcare environment, experience preparing executive level presentations, experience with website updates, experience composing and issuing communication on behalf of leadership, collaborative solutions-oriented approach, experience with tracking and leading projects, advanced experience in Microsoft Outlook, Excel, PowerPoint, and Word, excellent customer service and interpersonal skills, ability to handle sensitive and confidential situations, strong organizational skills, experience managing multiple projects and deadlines effectively, ability to utilize a flexible approach to changing priorities, experience with triaging issues, experience with GEMS, Buysite, and University policies, experience working with senior leadership, project management, progressively responsible administrative experience, and previous academic experience. Working conditions include an office setting. Application documents required include a resume and a cover letter (preferred). The documents 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. Scheduled weekly hours: 40. Drug test required: No. Health screen required: No. Motor vehicle record inquiry required: No. Pay rate type: Salary. FLSA status: Exempt. Pay range: $60,000.00 - $90,000.00. Benefits eligible: Yes.