Executive Assistant to the Dean for Medical Education

Department
 

BSD PSM - Administration

About the Department
 

The Pritzker School of Medicine is one of few medical schools to be located physically on its University campus, offering both intellectual and social advantages to students who spend their medical school years within a vibrant, multidisciplinary community. Most importantly, the opportunity for collaborative research and study is outstanding: all divisions of the University and its professional schools are located within steps of the hospital, as are the extensive biological and physical sciences research laboratories, thus providing a rich array of opportunities for our medical students.

Job Summary
 

Provides administrative leadership and support for the Dean for Medical Education, who oversees all units of the continuum of medical education (Undergraduate Medical Education, Graduate Medical Education, Continuing Medical Education, and Simulation).
This is a professional position. The successful employee will assume a leadership role in the oversight of administration in support of the Dean for Medical Education and will operate independently, creatively, and with enthusiasm to identify challenges, formulate responses, and implement effective strategies to ensure the excellence of medical education administration at the University of Chicago.

Responsibilities

• Manages the Dean for Medical Education's calendar and interacts with the BSD Dean and other leaders in the Division and University, Associate Deans, staff, residents, and students. Judge effectively when the Dean's attention is critical in the handling of faculty, student, and resident issues, as requests may originate from all areas of the University as well as from other medical schools. Triage the flow of information and ensures that the Deans are effectively briefed and prepared for meetings, issues, and matters that require the Dean's attention.

• Organizes important meetings chaired by the Dean and provides staff support for these meetings, including preparation of agendas and meeting summaries, as well as follow-up on action steps. Provides comprehensive computer support for reports, data manipulation, charts, and presentations as required by the Dean.

• Creates rough drafts of correspondence, letters of recommendation, medical student performance evaluation letters, and other documentation as needed. Critiques and proofreads all prepared materials authored by the Dean for clarity and accuracy. Participates in the Dean for Medical Education email alias writing team by managing email inbox, responding to inquiries, and writing announcements on behalf of the Dean using her voice with all written communication. Maintains and updates Dean's correspondence, files, GEMS account, and other documentation with extreme discretion and confidentiality.

• Maintains key equipment and spaces overseen by the medical school, including the main office, medical student space in the BSLC, the Medical Center, etc. Oversees the management of supplies, including their purchase, organization, and storage to reduce duplication of effort and cost. Provides ongoing support for computer equipment upgrades and installation. Develops operational policies and procedures related to office management and the Dean's work. Provides onboarding services for new employees (space, identification, room access, computers, telephone, etc.).

• 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.

• 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. May act as liaison to Board of Directors.

• 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• 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.

Experience:

• Minimum seven years of administrative experience which includes two or more years of experience reporting directly to senior management.

• Experience in an academic or hospital environment.

• Experience in increasingly responsible positions that requires handling sensitive and confidential information.

Technical Skills or Knowledge:

• Proficient knowledge of Microsoft Excel, Word, PowerPoint, Outlook, and other common software programs used in support of administration.

Preferred Competencies

• Excellent writing skills.

• Willingness to work evenings and weekends as needed.

• Must be able to enthusiastically support the Dean and medical students, while being able to maintain a calm and courteous demeanor and work productively despite a heavy workload.

• Must be able to problem-solve and follow an issue through to resolution.

• Proven ability to set and maintain standards for a high volume of productivity in a fast­ paced environment.

• Must possess a high degree of accuracy with attention to detail and the ability to effectively prioritize multiple tasks and meet deadlines.

• The successful candidate will possess tact, courteousness, sound judgment, and reliability when representing the Dean and the Pritzker School of Medicine to other departments within the University and Medical Center as well as outside organizations.

• Will need to work successfully in a team atmosphere.

• Must possess superior judgment, sensitivity, and tact in handling confidential issues in working with faculty, students, and administrative staff.

Working Conditions

• Hybrid arrangement available with a minimum and consistent required days onsite per week.

• Occasional evenings and weekends.

Application Documents

• Resume (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
 

37.5

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.

 

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.