Department

BSD MED - Infectious Diseases - Administrative Support

About the Department

The Section of Infectious Diseases and Global Health within the Department of Medicine has a long tradition of clinical excellence and research accomplishment. Recently the section has been revitalized, with recruitments designed to advance clinical programs and subspecialty training programs, clinical and laboratory research, and global health programs. The vision for the Section is to achieve excellence areas across a wide range of the discipline. This includes a commitment to be at the forefront for infectious diseases that are serious threats to the public health, particularly HIV infection, antimicrobial-resistant pathogens, agents of bioterror, and other emerging infectious diseases, here in our communities and abroad.

Job Summary

The Executive Assistant will perform advanced, diversified, and confidential administrative support for the Section Chief of Infectious Diseases in the Department of Medicine. They will be a central component of day-to-day administrative operations, coordinating and facilitating critical section activity in support of the section chief, faculty leadership, and section fellows. Direction and guidance will be provided by the Section Administrator.

Responsibilities

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.

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

Coordinate information flow from executive's office, representing the executive to other University executives, other University offices and outside agencies.

Coordinates fellowship applicants during recruitment season including scheduling, interviews, faculty & current fellow involvement, presentation, meals, & reports. 

Creates, communicates, maintains & moderates Zoom interview sessions.

Maintains & communicates the conference & lecture schedule to ID Section & joint institutions.

Initiate routine and non-routine administrative activity.

Process correspondence and other written materials under own signature or for signature of the executive.

Triage emails and telephone calls for action.

Resolve routine and complex inquiries.

Refer inquiries to the appropriate person and follows up to ensure complete and timely responses.

Maintain the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time.

Schedule and coordinate meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials.

Coordinate complex travel arrangements for the executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary.

Assist in managing daily operation of the office and may assist in developing administrative goals and policies.

Interpret requests and helps implement action, deciding whether executive should be notified of important or emergency matters.

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 Section Chief or Section Administrator. 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.

Fellows’ in-training exam proctoring, including prep (communication with IDSA & NBME for examinee registration, computer certification, facility verification, distribution of exam & schedule information to the examinees, compliance with exam requirements).

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.

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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Preferred Qualifications

Education:

Bachelor's degree in relevant field.

Experience:

Progressively responsible administrative experience.

Experience in a university or Academic Medical Center environment.

Preferred Competencies

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Excellent organizational skills, ability to maintain files.

Proficiency with word processing applications, preparing presentations, spreadsheets and databases.

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Ability to exercise sound judgment and excellent problem-solving skills.

Attention to detail and proofreading skills.

Ability to exercise flexibility and contribute to the overall work of the team.

Considerable skill in working both independently and as a team member.

Ability to take initiative.

Familiarity with administration within a research university environment.

Application Documents

Resume/CV (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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$61,000.00 - $88,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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 773-702-5800 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.

 

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