Senior Administrative Analyst & Executive Coordinator

Department BSD MED - General Internal Medicine About the Department The newly established office of AI, Precision Medicine, and Data Analytics brings together academic research and clinical operational leadership across the Biological Sciences Division (BSD) and UChicago Medicine (UCMC). This office serves as a unified authority over clinical informatics, research informatics, omics, AI, and precision medicine. Our mission is to bridge discovery and operations to position UChicago Medicine as a national leader in clinical-first, AI-powered precision medicine.

By consolidating distributed informatics capabilities, translational data science initiatives, and institutional biobanking, this enterprise unifies personnel, operations, and strategic investments to drive preeminence and scalable growth. The department is actively building a world-class team of faculty, researchers, and operational experts across clinical and computational phenomics, informatics, and AI to support enterprise organization & governance, develop a unified data platform, make usable real-world data for research and to enhance clinical outcomes, and to develop external data partnerships.

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:

---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…