Administrative Specialist at The University of Chicago

Job description

Department BSD MED - Pulmonary - Administrative Support About the Department The Section of Pulmonary and Critical Care Medicine has been a model of exemplary patient care, research, and post-doctoral training for more than 20 years. The 31 faculty, clinical associates and research associates along with a staff of more than 72, have devoted themselves to the pursuit of excellence in each of these important activities. Job Summary This job provides administrative support within the Section of Pulmonary/Critical Care Medicine, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members and clinical associates on a regular basis. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people. Responsibilities Provide administrative support to multiple faculty members and clinical associates within the department. May process reimbursements/payments for faculty, clinical associates, staff and students. Maintain calendars for multiple faculty members and clinical associates/conference room schedules. Coordinate meetings within the Section – food orders, room set up. Assist with the preparation of presentations, reports and correspondence. May coordinate travel arrangements and itineraries. Assist with organizing ad hoc and regular Section events. May assist with seminar series speakers, including coordinating visits of speakers and others to the Section. Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements. May assist with maintenance of the Section website and email distribution lists. Provide coverage for other administrative staff as needed. Check and distribute mail. Triages emails and telephone calls for action in particular as related to Ingalls Memorial Hospital clinic and inpatient services. Resolves mostly routine and some complex inquiries. Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar. 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 5-7 years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Education: Associate’s degree in Business Administration or related field. Experience: Previous Administrative Assistant experience – meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries. Knowledge of Oracle and GEMS or similar reimbursement/payment systems. Familiarity with central administration within a complex academic medical center environment. Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent). Preferred Competencies Ability to use appropriate resources to resolve an issue. Ability to follow an issue through to resolution. Considerable skill in working both independently and as a team member. Ability to take initiative and organize and complete projects with