Department
BSD PSM - Administration - Support
About the Department
The BSD is the largest academic unit within the University. The BSD is comprised of faculty from ten basic science departments, 13 clinical departments, and several Centers and Institutes. The approximately 1,300 faculty and 3,000 staff members working in the BSD collaborate across the organization to achieve our Mission, Vision, and Values (MVV):
MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.
VISION: Together, we elevate the human experience with knowledge and health care.
VALUES:
• Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.
• Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk-taking to deliver transformative innovation.
• Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.
• Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.
• Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.
• Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.
The MVV serves as our True North, charting our strategic plan for the next ten years and beyond. It is an exciting time to be a part of the University of Chicago and the BSD. Our team is helping shape the future for our learners, staff, faculty, patients, and community.
The Pritzker School of Medicine is one of few medical schools to be located physically on its University campus, offering both intellectual and social advantages to students who spend their medical school years within a vibrant, multidisciplinary community. Most importantly, the opportunity for collaborative research and study is outstanding: all divisions of the University and its professional schools are located within steps of the hospital, as are the extensive biological and physical sciences research laboratories, thus providing a rich array of opportunities for our medical students.
Job Summary
Responsibilities
Administrative and Event Support:
Provide high-level administrative, activity, and event support for the Pritzker School of Medicine. Supports the Student Programs, Health Equity, Diversity and Inclusion, Curriculum, and Admissions teams, and all professional development activities.
Act as the primary backup and support for the Executive Assistant to the Dean for Medical Education. Assist in managing the Dean's calendar, interactions with key stakeholders, and operational tasks. Assist in preparing the Dean's daily schedule and organizing necessary files and meeting materials.
Deliver administrative support for all professional development activities for the University of Chicago Academy of Distinguished Medical Educators program, Research in Medical Education Conferences, MERITS Fellowship Program, and the Faculty Advancing in Medical Education workshop.
Provide support for telephones, correspondence, appointments, and travel arrangements.
Operations Management:
Serve as the lead operations manager for the Pritzker School of Medicine, driving improvement initiatives and enhancing overall operations by developing and implementing operational policies and procedures.
Oversee space upgrades and maintenance of key equipment and facilities.
Manage the procurement, organization, and storage of supplies to minimize duplication and reduce costs.
Support the modernization of computer equipment and technology installations.
Facilitate comprehensive onboarding experiences for new employees, including but not limited to, space allocation, ID issuance, room access, computer setups, and telephone arrangements.
Other Responsibilities:
Create, draft, and post engaging content for social media platforms, including LinkedIn, to support departmental communications and outreach.
Lead the administrative resource group and encourage a collaborative and high-performing team culture.
Support other administrative/operational projects as needed.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Interacts with faculty, researchers and staff for committee work or information.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
Work Experience:
Certifications:
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Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Experience in developing and enforcing operational policies and procedures to enhance productivity.
Experience in generating detailed and actionable reports for various stakeholders.
Experience in managing large-scale events and ensuring their successful execution.
Extensive project management skills and negotiation experience.
Administrative experience in an academic or medical center environment.
Experience in increasingly responsible positions that require handling sensitive and confidential information.
Experience in creating and posting engaging content on various social media platforms.
Technical Skills or Knowledge:
Advanced proficiency in using administrative software and tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Box, and other productivity software.
Skill in creating and managing digital documentation, ensuring accuracy and accessibility.
Preferred Competencies
Ability to plan, execute, and monitor projects, ensuring they are completed on time, and within scope and budget.
Ability to collect, analyze, and interpret data to inform decision-making and optimize operations.
Ability to navigate various administrative platforms and tools to manage tasks, schedules, and communications effectively.
Demonstrates strong writing and organizational skills to draft, edit, and post content across various platforms. Ensures accuracy, clarity, and consistency in communications.
Knowledge in coordinating and overseeing IT projects, such as equipment upgrades and installations.
Ability to identify inefficiencies within operational processes and implement effective improvements.
Skill in planning, organizing, and managing events, including scheduling, vendor coordination, and logistical arrangements.
Proficiency in using event management software and tools to streamline event planning processes.
Proven ability to set and maintain standards for a high volume of productivity in a fast-paced environment.
Must possess a high degree of accuracy with attention to detail.
Must possess the ability to effectively prioritize multiple tasks and meet deadlines.
Ability to work successfully in a team atmosphere.
Manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others.
Communicate effectively, both orally and in writing.
Identify priorities; recognize and resolve or refer problems.
Work effectively with little supervision and as a part of a team.
Must be able to maintain a calm and courteous demeanor and to work productively.
Must be able to problem-solve and follow an issue through to resolution.
Excellent interpersonal skills, including the ability to handle all constituents with courtesy, maturity, discretion, and diplomacy.
Demonstrated ability to enthusiastically support and work with Faculty Deans, Directors) medical students, and staff in a 'matrixed' rather than 'silo' organization.
Working Conditions
Hybrid work schedule available with some days onsite expected.
Willingness to work evenings and weekends as needed.
Application Documents
Resume (required)
Cover Letter (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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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