Executive Assistant - Full-Time, Days

Job Description

The University of Chicago Medicine seeks a dynamic Executive Assistant to support our Perioperative and Procedural Services. This position is a 100% onsite opportunity, requiring 5 days’ onsite at the Hyde Park campus. This individual will engage with all levels of the healthcare system and beyond to ensure administrative functions have been met and that daily operations for this executive can move forward seamlessly. 

The Executive Assistant may work on various tasks and projects concurrently with the need to prioritize as dictated by management needs. They may work independently or as part of the administrative support team. The Executive Assistant will help to support management of the budget, and development of communications on behalf of this executive leader and administer all office functions related to the day-to-day operations. This is 100% onsite opportunity at our Hyde Park location.

Essential Job Functions

• Preserve confidentiality of reports, documents, and records including personnel files, staffing and position control records, financial reports, project/proposal reports, financial plans, and operating strategies.
• Maintain regular contact with all levels of management and staff within the Medical Center, University, and Biological Sciences Division by gathering data, relaying messages, obtaining information, etc.
• Complete a wide range/variety of word processing/spreadsheet/power point/outlook scheduling tasks in final form, which are often confidential in nature and may require detailed proofreading and/or grammatical changes for accuracy.
• Work with all levels of UCMC and BSD leadership, as well as all levels of staff within the Medical Center to research issues and work on various project and committee assignments, as directed.
• Oversee daily operations, organize multiple tasks, and identify and implement methods of improving daily operations.
• Suggest functional or operational changes needed as part of service improvement; draft written policy/procedures for management review of these suggested changes.
• Complete and oversee specially assigned projects with minimal supervision in a timely and efficient manner.
• Coordinate with department team members in the regular ordering of supplies and the completion of work orders as needed.  

Required Qualifications

• High school diploma required; Bachelor’s degree strongly preferred.
• Minimum seven years of increasingly responsible administrative or secretarial experience, preferably in a complex health care or professional office setting.
• Proven track record managing a complex calendar for a busy executive.
• Exceptional project management skills with efficient triage/problem solving skills along with strong proficiency in meeting/events coordination and management.
• Documented proficiency and advanced skills in a variety of computer software applications (including word processing, spread sheets, presentation applications); advanced skills in relation to Microsoft Office Suite products strongly preferred.
• A strong sense of patient engagement/customer service orientation in responding to the needs of internal and external customers.  Must be able to independently and professionally interact with both internal and external customers to the healthcare system.
• Outstanding written and verbal and interpersonal communication skills.
• Must be able to plan, organize, and work on various tasks concurrently; must be able to independently prioritize multiple tasks in a professional manner.
• Analytical ability required to track revenue/expenses and to effectively manage multiple projects at one time.
• An individual of unquestioned integrity and moral character who represents the values of the organization.

Position Details

• Job Type/FTE: Full-Time (1.0 FTE)
• Shift: Days
• Work Location: Onsite - Hyde Park 
• Unit/Department: OR Admin
• CBA Code: Non-Union 

In this role, we anticipate that you will generally work approximately 40 hours per week.  We anticipate that you will generally be scheduled to work the day shift, and will not be scheduled for on-call shifts.  We anticipate you will be scheduled to work 100% at the Hyde Park campus

Why Join Us

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities.

UChicago Medicine is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

Must comply with UChicago Medicine’s COVID-19 Vaccination requirement as a condition of employment. If you have already received the vaccination, you must provide proof as part of the pre-employment process. This is in addition to your compliance with the Flu Vaccination requirement as well. Medical and religious exemptions will be considered consistent with applicable law. Lastly, a pre-employment physical, drug screening, and background check are also required for all employees prior to hire.

Compensation & Benefits Overview

UChicago Medicine is committed to transparency in compensation and benefits.  The pay range provided reflects the anticipated wage or salary reasonably expected to be offered for the position.

The pay range is based on a full-time equivalent (1.0 FTE) and is reflective of current market data, reviewed on an annual basis. Compensation offered at the time of hire will vary based on candidate qualifications and experience and organizational considerations, such as internal equity. Pay ranges for employees subject to Collective Bargaining Agreements are negotiated by the medical center and their respective union.

Review the full complement of benefit options for eligible roles at Benefits - UChicago Medicine.