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https://illinoisjoblink.illinois.gov/jobs/12649867 Department
BSD PAT - Administration
About the Department
The Department of Pathology has a long and rich history of excellence in
clinical service, training, and research. Our physicians and scientists
are experts in a variety of subspecialties in anatomic pathology,
laboratory medicine, genomics and molecular pathology, investigational
pathology, and immunology. Our diverse faculty study and diagnose
patient disease and medical conditions using state-of-the-art
methodologies. We invite you to browse our website to learn more about
our rich offerings of clinical services, education, and research.
https://pathology.uchicago.edu/.
Job Summary
The Executive Administrative Assistant serves the Chair of Pathology,
who is responsible for leading a complex academic, research and clinical
environment. The Executive Administrative Assistant reports directly to
the Executive Director of the department with a matrixed relationship to
the department. Responsibilities include working independently to
organize activities and projects, drafting correspondence, and daily
calendar management. This key position supports leaders by prioritizing
competing requests, proactively securing resources, and using
independent judgement to resolve or escalate matters appropriately and
to ensure the smooth and effective operations of the office. This role
serves as the \'face of the department\' and demands a high level of
discretion and confidentiality.
Responsibilities
Assist and provide administrative oversight for relevant BSD
projects, including updating project plans and timelines, scheduling
meetings, coordinating resources with other BSD units, and assisting
with the creation and updating of unit tracking and reporting.
Responsible for planning and execution of deliverables for standing
meetings and projects within the department.
Provide and manage administrative, expense and logistic support for
the office suite, including but not limited to calendar management,
room reservations, expense management, mail, travel logistics, and
recruitment efforts, all with a sense of urgency and utmost
confidentiality.
Prep, set up, execute, and follow up on meetings, interviews,
functions, and projects ensuring oversight is well-coordinated,
timely, and effective.
Organize and manage meetings, off-sites and team-based events for
training, development, recognition, and other organizational
initiatives.
Support annual planning processes, business planning, and
performance review cycles.
Track and help drive completion of key deliverables and follow up on
outstanding items.
Coordinate with staff on projects to help with goals and
deliverables.
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.
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 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:
Preferred Qualifications
Experience:
Prior experience as an executive assistant in an academic environment or
healthcare executive setting.
Experience scheduling for multiple leaders (2-3), preparing leaders for
meetings, events, interviews, and ongoing commitments to support a
hybrid workforce.
Experience preparing presentations decks for executive and academic
leadership.
Experience creating, editing, proofing, and sending executive
communication on behalf of supported offices.
Experience reconciling budgets, tracking expenses, and providing
