Department
BSD MED - General Internal Medicine
Job Summary
This role serves as a key operational and analytical anchor for the Office of the Vice Dean, providing high-level administrative management, calendar coordination, and project support to the BSD Vice Dean and UCMC Senior Vice President for AI, Precision Medicine and Chief Data Officer. Working closely with Office leadership, the position ensures seamless daily operations, manages complex scheduling across dual clinical and academic appointments, prepares accurate briefing materials and correspondence for leadership, and provides other project and analytical support as needed.
Responsibilities
- Manage complex, high-volume schedules and coordinate meeting logistics across institutional units, protecting executive focus and resolving operational bottlenecks in real-time.
- Draft, format, and organize executive briefing memos, presentations, and correspondence under tight deadlines.
- Serve as a reliable point of contact for internal and external stakeholders, handling sensitive communications with discretion and maintaining organizational workflows.
- Coordinate the logistics and operational details for institutional meetings, committee sessions, special events, and visiting schedules.
- 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.
- 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)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
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
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$100,000.00 - $110,000.00
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 theBenefits Guidebook.
