Executive Assistant, Neurological Surgery at The University of Chicago in Chicago, Illinois

Job Description:

Department

BSD NSU - Administration



About the Department

Neurosurgeons at UChicago Medicine are devoted to patient care, research, and teaching. These experts in the Department of Neurological Surgery offer the full spectrum of neurosurgical services for children and adults with brain diseases including aggressive brain tumors, back and spine degenerative diseases, epilepsy, Parkinson's disease, and stroke. Our surgeons are truly at the forefront of neurosurgical care, utilizing the most advanced and sophisticated technologies and techniques to treat diseases of the brain and spine. Our expertise goes beyond that of delivering the best medical care; research is an integral part of our mission. With significant funding from the NIH in both bench and translational research, our staff and faculty are actively investigating complex conditions that affect the central nervous system, including cancer stem cell theory and aggressive brain cancers as well as the mechanisms behind cerebrovascular anomalies. This work serves as the groundwork for many new applications in neurosurgery, which will benefit patients for many years to come.



Job Summary

The job provides high-level administrative support to the Office of the Chair and Executive Administrator with a collaborative and customer service focus.



Responsibilities

• Facilitates scheduling and serves as onsite host for varied named lecture speakers and visiting professors.
  
  


• Manages weekly continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details with independent decision-making and oversight.
  
  


• Works with faculty prior to the course to prepare course materials, coordinates all event-planning details for the courses, works with legal on required contracts, and invoices companies after the courses are completed.
  
  


• Researches complex scientific information (i.e. Scholarly publications), submits budget applications and creates learning objectives to include in the CME applications.
  
  


• Ensures the Chair is compliant with all Medical Staffing Office guidelines and manages recredentialing efforts.
  
  


• Organizes the weekly departmental meetings and prepares related materials.
  
  


• Oversees and maintains the physical office space, ordering supplies, and submitting work orders.
  
  


• May provide administrative cross coverage to the Neurological Surgery Administration Operations Coordinator.
  
  


• Prepares 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.
  
  


• Provides confidential and high-level administrative support to the Chair and Executive Administrator. Stays informed of activities relating to University programs and initiatives, apprising the Chair and Executive Administrator of issues when deemed necessary. Coordinates information flow from their office to the University and UChicago Medicine. Relieves the Chair, Executive Administrator, and other Surgery Administration leaders of administrative responsibilities.
  
  


• Initiates correspondence and other written materials under own signature or for signature of the Chair and Executive Administrator - including letters, memos, and presentations. Triages emails and telephone calls for action. Resolves routine and complex inquiries in a timely fashion.
  
  


• 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:

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



Certifications:




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Preferred Qualifications




Education:

• Bachelor's Degree.
  
  

Experience:

• At least 3 years of experience providing administrative support to senior level positions.
  
  


• Calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
  
  


• Coordinating complex domestic and international travel.
  
  


• Academic Medicine experience.
  
  

Preferred Competencies

• Familiarity with central administration within a complex research university environment.
  
  


• Excellent interpersonal and organizational skills.
  
  


• Ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
  
  


• Ability to handle sensitive and confidential situations and information with absolute discretion.
  
  


• Ability to maintain calm and courteous demeanor and to work productively.
  
  


• Ability to follow an issue through to resolution.
  
  


• Ability to take initiative and organize and complete projects with minimal supervision. Must be able to follow directions independently.
  
  


• Expert working knowledge of Microsoft Officeapplications to design and lay-out executive presentations and reports.
  
  

Working Conditions

• Office environment; writing and typing, work at a computer for multiple hours.
  
  


• May need to be available outside of regular business hours and on weekends when leader is traveling.
  
  


• Position is eligible for a flexible work arrangement (i.e., up to 1 remote day per week) after 90 days, subject to supervisory approval and satisfactory performance.
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (required)
  
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family

Administration & Management



Role Impact

Individual Contributor



Scheduled
Weekly Hours

40



Drug Test Required

No



Health Screen Required

No



Motor Vehicle Record Inquiry Required

No



Pay Rate Type

Salary



FLSA Status

Exempt



Pay Range

$60,000.00 - $90,000.00
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

Yes
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.


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. Apply Now