Executive Assistant 1

Department
 

BSD ACC - Executive Administrator

About the Department
 

The Department of Anesthesia & Critical Care is a clinical academic department at the University of Chicago. The department has been continuously productive not only in its scientific contributions, but also in providing outstanding basic medical care in anesthesiology. Its members have helped to establish the role of anesthesiologists as consultants in fields such as intensive care, oxygen therapy, the recovery room, and inhalation therapy. From a one-member section in 1928, the department has grown to a 60+ member faculty; the department includes 50+ residents, 30+ nurse-anesthetists, 14 administrators and 70+ staff members. Faculty members are active nationally and internationally in the field, and former trainees of the department hold prominent academic positions in the United States and throughout the world.

Job Summary
 

Performs advanced, diversified, and confidential administrative support for an executive. Relieves executive of as much administrative detail as possible. Stays informed of activities relating to University programs and initiatives, apprising the executive of issues when deemed necessary. Coordinates information flow from the executive's office, representing the executive to other University executives, other University offices and outside agencies. Initiates routine and non-routine correspondence and other written materials. Triages emails and telephone calls for action. Resolves routine and complex inquiries. Refers inquiries to the appropriate person and follows-up to ensure complete and timely responses. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Schedules and coordinates meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials. Unique situations will require a tailored approach and sound judgment. Using various relevant information sources and synthesizing information, prepare special reports and summaries. Coordinates complex travel arrangements for the executive, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary. Assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Interprets requests and helps implement action, deciding whether executive should be notified of important or emergency matters. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the executive's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. May coordinate clerical support, including recommending various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; determining work priorities and scheduling workflow to meet deadlines; and ensuring accuracy and timeliness of work. Manages special projects as directed by the executive.

Responsibilities

• Works as a member of the Department of Anesthesia and Critical Care administrative team and is responsible for providing high-level administrative support to the Clinical Department Administrator, Chairman, and Vice-Chairs as indicated.

• Independently manages and completes tasks and projects, using judgment and discretion in an accurate and timely manner while demonstrating effective and efficient planning, initiative, organization, prioritization, decision making, and confidentiality skills.

• Performs work of a complex and often confidential nature and relieves supervisors of a wide range of administrative details.

• Interpret and apply University policies, procedures, and guidelines; gather data and prepare standard reports; process documents/records and provide budget support.

• The principal duties include but are not limited to the following: managing and maintaining executives' schedules and calendars, exercising judgment and discretion as to priorities, and effective use of executive's time.

• Responsible for initiating and preparing academic appointment and reappointment paperwork in concert with the academic affairs administrator and vice-chair.

• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

• Monitor and edit as appropriate the department website and SharePoint site.

• Assist with the management of the executives’ travel arrangements, reimbursements, expense statements, and reports.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

• Organize department events, including but not limited to, management meetings, retreats, standing meetings with faculty and residents, etc.

• Order and organize appropriate materials for reference, distribution, and/or filing and ensure that it is properly maintained.

• Perform general office duties such as ordering supplies and maintaining records management systems.

• Coordinate the preparation of reports, briefings, and presentations for the Clinical Department Administrator and Chairman.

• The executive assistant may supervise work-study, temps or graduate assistants when needed.

• 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).

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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 in related field.

Experience:

• Prior experience in executive management support role strongly preferred.

• Experience in a University, clinical or a not-for-profit organization.

Preferred Competencies

• Ability to handle confidential information with utmost discretion.

• Ability to work well under pressure and perform independent research to resolve issues quickly and efficiently.

• A high degree of initiative, self-sufficient and able to multitask and manage priorities.

• Detail-oriented with superb organizational skills and the ability to work independently.

• Ability to manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others.

• Exceptional oral and written communication skills with individuals in varied roles; identify priorities; recognize and resolve problems.

• Skillful in a range of position-related software applications, including but not limited to: word-processing, scheduling, spreadsheet, graphics, slide-preparation, bibliographic, e-mail, Internet, and other software; extensive experience in a large academic, clinical department.

• Knowledge of medical terminology.

• Excellent computer skills including advanced Microsoft Office Suite (latest available version); advanced skills in PowerPoint and Adobe Acrobat; experience with both PC and MAC; proofreading, editing and advanced writing and grammar skills.

Application Documents

• Resume/CV (required)

• Cover Letter (preferred)

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

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.