Administrative Assistant

Job Summary

The Administrative Assistant provides high‑level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned section(s). Performs comprehensive administrative tasks to facilitate the daily operations of one or more sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in office software, and have a knack for problem‑solving.

• Provide daily administrative support to clinical and program leaders within the section(s).
• Assist with project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items.
• Manage administrative, expense, and logistic support for one or more sections, including project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts.
• Prepare, set up, execute, and follow up on meetings, interviews, functions, and projects, ensuring oversight is well‑coordinated, timely, and effective.
• Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands‑on assistance with their onboarding needs.
• Oversee the Medical Staff Office credentialing, re‑credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers.
• Provide confidential and high‑level administrative support for a leader. Coordinate information flow from the leader's office to the university. May staff Board of Directors meetings and relieve leaders of administrative responsibilities.
• Initiate correspondence and other written materials under own signature or for the leader's signature. Triage emails and telephone calls for action. Resolve routine and complex inquiries. May act as liaison to Board of Directors.
• Coordinate special projects as directed by the leader. Prepare write‑ups for recommendations on operational and administrative problems. May manage a portion of the leader’s budget, monitor and reconcile accounts, and prepare financial and/or administrative reports.
• Prepare special reports and summaries, assist in managing the daily operation of the office, and may assist in developing administrative goals and policies. Maintain the leader’s calendar, exercising considerable discretion and judgment regarding priorities and effective use of the leader’s time.
• Perform other related work as needed.

• Bachelor’s degree.

Minimum requirements:

• Vocational training, apprenticeships, or equivalent experience in a related field (a four‑year degree is not required).
• At least 7 years of experience in a related job discipline.

Preferred qualifications:

• Previous experience in progressively responsible administrative support roles within an academic healthcare setting.
• Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies.

• Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule management.
• Self‑starter who can operate in a complex administrative environment with limited oversight.
• Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.
• Ability to handle confidential and sensitive materials and situations.
• Strong verbal and writing skills; ability to communicate clearly and effectively.
• Proficiency in Microsoft Office.
• Strong analytical and organizational skills.
• Comfortable interacting with a wide range of professionals in a diverse academic healthcare environment.
• Ability to develop collaborative relationships throughout the organization.
• Familiarity with an academic medical center environment.

• Office environment.

The University of Chicago is an equal…