This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12666410 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
(https://pediatrics.uchicago.edu/). 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. 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
