Administrative Assistant

Department
 

BSD PED - Section Administrator: Hematology, Oncology, and Stem Cell Transplantation - Administrative Staff

About the Department
 

The Section of Pediatric Hematology/Oncology provides care for patients and families with acute and chronic medical conditions, or other hematologic diseases, requiring the specialty knowledge and skills of Hematology, Oncology and Stem Cell Transplantation.

Job Summary
 

The position will provide daily administrative support for the Section Chief, Faculty and Section Administrator. Responsible for planning, directing, coordinating, and managing daily operations of Section Chief’s research portfolio. The job will coordinate non-technical (not information technology or construction related) projects from conception to completion.
The candidate will manage the principle investigators survivorship research program, in the Department of Pediatrics Hematology Oncology and Stem Cell Transplantation, work on grant writing, fiscal issues, statistics, assist with presentation and manuscript writing. Work with current clinical research coordinators to develop detailed work plans, schedules, project estimates, resource plans, and status reports using straightforward problem solving skills.
Responsibilities are diverse and general in nature and may reflect more than one functional area.

Responsibilities

• Maintain Section Chief’s calendar. 

• Make travel arrangements for Section Chief to national meetings. 

• Process travel reimbursements for Section Chief.  

• Arrange section meetings with Department of Pediatrics and Chicagoland Children’s Health Alliance (CCHA). 

• Maintain documentation on section activities with CCHA. 

• Provide programmatic support for Section Chief’s research portfolio. 

• Builds and executes project plans for all Pediatric Survivorship initiatives.  

• Serves as primary point of contact between clients and Pediatric Survivorship team. 

• Provides regular, detailed reports on status of individual projects and entire portfolio to Pediatric Survivorship leadership. 

• Act as the primary liaison dealing with outside agencies. 

• Manage the pre-award obligations related to internal and external funding of the Section. Oversee the formal procedures and paperwork and paperwork related to the application of internal and external funds, including preparation of budgets, agency application forms, and internal routing forms for federal, non-federal, and private organizations.  

• Defines and maintains governance over all projects within the Pediatric Survivorship program. 

• Manages contracts and sponsored research agreements. 

• Provides outreach to funding agencies and foundations to develop future contracts. 

• 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. 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. 

• 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).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications  

 

Education: 

• Bachelor’s degree.  

• Advanced degree (e.g. MPH, MSc, PhD, MBA). 

 

Experience: 

• Experience in a variety of progressively responsible scientific research roles.

Preferred Competencies  

• Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies. 

• Knowledge of project management concepts and best practices. These include at a minimum resources allocation, budget and schedule management, and reporting conventions to project leadership. 

 

Working Conditions  

• Standard Office setting.   

 

Application Documents  

• Resume (required) 

• Cover letter (preferred) 

• References (3) (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
 

Administration & Management

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff 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.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

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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