Department
BSD MED - Emergency Medicine - Administrative Support
About the Department
Job Summary
Responsibilities
Provides high-level administrative support to Emergency Medicine leadership and faculty, including the Section Administrator and other designated leaders, with secondary support to the Section Chief as needed.
Manages calendars, exercising discretion and judgment to prioritize requests and optimize time and resources.
Screens, triages, and manages emails, calls, and inquiries; resolves routine matters independently and escalates issues as appropriate to ensure timely follow-up.
Prepares executive-level presentations, reports, correspondence, and briefing materials.
Coordinates and supports meetings, conferences, and special events, including agenda development, material preparation, and post-meeting follow-up.
Manages information flow within the EM Administrative office, serving as a liaison with University offices, faculty, staff, and external partners as appropriate.
Drafts, reviews, and processes correspondence and other written materials, occasionally under own signature.
Initiates and manages routine and non-routine administrative processes with minimal direction.
Arranges complex travel itineraries and ensures all supporting documentation and logistics are in place.
Supports special projects as assigned, including preparing summaries, recommendations, and administrative or operational analyses.
May assist with budget-related tasks, including monitoring expenditures, reconciling accounts, and preparing basic financial or administrative reports.
Maintains awareness of University and departmental initiatives, policies, and priorities to effectively support leadership decision-making.
Performs other related duties as needed to support the Section’s operational and strategic goals.
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.
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:
Certifications:
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Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Progressively responsible administrative experience.
Experience in a university or Academic Medical Center environment.
Experience with complex scheduling, meeting preparation, and event coordination.
Technical Skills or Knowledge:
Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Excel).
Proficiency with word processing applications, preparing presentations, and spreadsheets.
Preferred Competencies
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Ability to handle confidential information with discretion.
Exceptional organizational skills and attention to detail.
Ability to work effectively under pressure with competing priorities and tight deadlines.
Strong judgment, problem-solving skills, and initiative.
Ability to work independently and collaboratively as part of a team.
Familiarity with administrative processes in a research university environment.
Application Documents
Resume/CV (required)
Cover Letter (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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 the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
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