Department
BSD PSY - Administrative Operations
About the Department
Job Information
Job Summary:
The Secretary V will provide essential administrative and operational support to faculty physicians, psychologists and researchers. This role is central to the department's mission, ensuring the seamless flow of both clinical and academic responsibilities.
Key duties include managing complex schedules and appointments and coordinating logistics for high-level conferences and symposia. The assistant is an integral part of the department's mission, providing essential support for both departmental initiatives. This role involves preparation of operational materials but also providing key support to various committees. A component of the position is managing the logistics for faculty recruitment interviews, ensuring a seamless and professional experience. Beyond these duties, the position manages expense reimbursements and provides event support for departmental workshops.
This role also assists with workload distribution across the administrative team, fostering a collaborative and efficient environment.
This is an Academic Discretion position.
Responsibilities:
Exercises best judgment to prioritize work assignments and manage a high volume of work with efficiency. Analyzes and resolves issues of varying complexity.
Responsible for day-to-day operations, including preparing expenses for reimbursement, processing vendor payments, ordering supplies, coordinating shipping requests, and distributing faculty mail.
Provide robust administrative support for various stages of the recruitment, hiring, and onboarding processes.
Handling all reimbursement requests to ensure faculty and staff are promptly and accurately compensated for their expenses
Coordinates logistics and otherwise provides support for workshops, conferences and events, consulting with the Events team as needed. Arranges travel for faculty, and others as requested. Processes honoraria and event-related expenses.
Serve as the master of logistics, meticulously planning and securing all conference schedules and room reservations.
Physical and technical assets, overseeing the maintenance of all equipment and space, including the strategic management of the computing inventory.
Primary liaise between the department and its external partners, managing communications and tasks.
Gathering and organizing call schedules and ensuring they're accurately updated across all platforms, including websites and call centers.
Creates and maintains spreadsheets and databases as needed.
Proofreads, edits, and formats documents for faculty and correspondence as requested.
Stays current on University systems, policies and processes through regular training and adoption of best practices. Serves as subject matter expert for others.
Supports work distribution, assists other faculty assistants in managing day-to-day responsibilities and may act as backup for other faculty assistants as needed.
Prepare and disseminate comprehensive announcements, agendas, minutes, reports and other materials.
Provide back-up support to other faculty, when needed.
Other duties as assigned.
Competencies:
Excellent written and verbal communication skills.
Prioritize and complete work accurately and independently in a timely manner.
Strong interpersonal skills and clarity, tact, and courtesy with staff, faculty, and students.
Excellent organizational skills and high attention to detail.
Employ problem-solving skills to resolve problems.
Work effectively with supervision and as a part of a team.
Handle confidential and sensitive information with absolute discretion.
Additional Responsibilities
Education, Experience, or Certifications:
Education:
High school diploma or equivalent required.
Bachelor's degree preferred.
Experience:
Three years of office experience required.
Hospital or academic medical center experience preferred.
Pay Range:
$25.42 - $33.90 per hour.
Required Documents:
Resume/CV
Cover Letter
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Benefit Eligibility
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Pay Rate Type
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.
Scheduled Weekly Hours
Union
Job is Exempt
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Posting Date
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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