Department
CSL SHS: Leadership
About the Department
Job Summary
Responsibilities
Provides calendaring support to the AVP, including managing Outlook and PNC calendars, and scheduling ad-hoc and recurring meetings. Process expenses and travel-related reports for the AVP.
Assists AVP in navigating IT issues and troubleshooting problems. Provides administrative support for recruiting and hiring senior leadership candidates.
Provides occasional calendaring support to SW Unit Directors.
Provides administrative support to the Health Promotion unit in the following areas - processing occasional expense reports for computer supplies and catering, hiring and onboarding of new staff, coordination of the Student Health Advisory Board (SHAB), and assists with coordination of large programs like the flu clinics and Wellapalooza.
Responsible for processing and tracking financial transactions, including: processing GEMS expense reports, processing reimbursements, submitting purchase orders and related invoices to SSO for processing, and paying departmental invoices to vendors (using GEMS card, ePayments).
Maintains office and kitchen supplies (paper, printer toner, coffee supplies, utensils, water, etc.). Orders PPE, tech equipment, and office supplies for administrative and wellness coordination teams.
Has the capability to update SW website as needed.
Event Support, which includes: assists with room/space reservations for all-staff meetings and special events, assists with catering/food orders, and provides staff support at programs and special events- assists with set-up and clean up.
Works with the Director of Operations and Manager of Operations to support facilities and custodial services as needed.
Works collaboratively with other SW administrative managers to foster teamwork, provide backup support, anticipate and troubleshoot problems proactively. Coordinates onboarding of new SW staff to ensure consistency and accuracy of information being provided.
Works collaboratively with the Compliance and Accreditation Manager to support policy development, dissemination, and compliance tracking.
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
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 the leader's office to the University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
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.
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:
Certifications:
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Preferred Qualifications
Education:
Experience
Approximately seven years of progressively more responsible job-related experience, which includes experience with Microsoft Office Suite, including PowerPoint and electronic health records (Point and Click).
Ability to demonstrate advanced organizational and interpersonal/ communication skills, both verbally and in writing.
Demonstrated capability to work independently and collaboratively with others.
Experience in a clinical care setting. The job requires a high level of problem-solving.
Demonstrate the ability to maintain good judgment, confidentiality, and discretion.
Strong time management skills, attention to detail, and ability to multitask.
Experience supporting several senior staff members, including executive-level staff.
Working Conditions
Clinical care setting.
Environment can be demanding.
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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
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.
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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