Provide high-level administrative, activity, and event support for the Pritzker School of Medicine. Supports the Student Programs, Health Equity, Diversity and Inclusion, Curriculum, and Admissions teams, and all professional development activities.
Act as the primary backup and support for the Executive Assistant to the Dean for Medical Education. Assist in managing the Dean's calendar, interactions with key stakeholders, and operational tasks. Assist in preparing the Dean's daily schedule and organizing necessary files and meeting materials.
Deliver administrative support for all professional development activities for the University of Chicago Academy of Distinguished Medical Educators program, Research in Medical Education Conferences, MERITS Fellowship Program, and the Faculty Advancing in Medical Education workshop.
Provide support for telephones, correspondence, appointments, and travel arrangements.
Operations Management:
Serve as the lead operations manager for the Pritzker School of Medicine, driving improvement initiatives and enhancing overall operations by developing and implementing operational policies and procedures.
Oversee space upgrades and maintenance of key equipment and facilities.
Manage the procurement, organization, and storage of supplies to minimize duplication and reduce costs.
Support the modernization of computer equipment and technology installations.
Facilitate comprehensive onboarding experiences for new employees, including but not limited to, space allocation, ID issuance, room access, computer setups, and telephone arrangements.
Other Responsibilities:
Create, draft, and post engaging content for social media platforms, including LinkedIn, to support departmental communications and outreach.
Lead the administrative resource group and encourage a collaborative and high-performing team culture.
Support other administrative/operational projects as needed.
Plans and conducts quality assurance reviews and recommends changes as appropriate.
Interacts with faculty, researchers and staff for committee work or information.
Performs other related work as needed.
Preferred Qualifications Â
Education:
Bachelor's degree.
Experience:
Experience in developing and enforcing operational policies and procedures to enhance productivity.
Experience in generating detailed and actionable reports for various stakeholders.
Experience in managing large-scale events and ensuring their successful execution.
Extensive project management skills and negotiation experience.
Administrative experience in an academic or medical center environment.
Experience in increasingly responsible positions that require handling sensitive and confidential information.
Experience in creating and posting engaging content on various social media platforms.
Technical Skills or Knowledge:
Advanced proficiency in using administrative software and tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Box, and other productivity software.
Skill in creating and managing digital documentation, ensuring accuracy and accessibility.
Preferred Competencies
Ability to plan, execute, and monitor projects, ensuring they are completed on time, and within scope and budget.
Ability to collect, analyze, and interpret data to inform decision-making and optimize operations.
Ability to navigate various administrative platforms and tools to manage tasks, schedules, and communications effectively.
Demonstrates strong writing and organizational skills to draft, edit, and post content across various platforms. Ensures accuracy, clarity, and consistency in communications.
Knowledge in coordinating and overseeing IT projects, such as equipment upgrades and installations.
Ability to identify inefficiencies within operational processes and implement effective improvements.
Skill in planning, organizing, and managing events, including scheduling, vendor coordination, and logistical arrangements.
Proficiency in using event management software and tools to streamline event planning processes.
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.
Must possess the ability to effectively prioritize multiple tasks and meet deadlines.
Ability to work successfully in a team atmosphere.
Manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others.
Communicate effectively, both orally and in writing.
Identify priorities; recognize and resolve or refer problems.
Work effectively with little supervision and as a part of a team.
Must be able to maintain a calm and courteous demeanor and to work productively.
Must be able to problem-solve and follow an issue through to resolution.
Excellent interpersonal skills, including the ability to handle all constituents with courtesy, maturity, discretion, and diplomacy.
Demonstrated ability to enthusiastically support and work with Faculty Deans, Directors) medical students, and staff in a 'matrixed' rather than 'silo' organization.
Working Conditions
Hybrid work schedule available with some days onsite expected.
Willingness to work evenings and weekends as needed.
Application Documents
Resume (required)
Cover Letter (preferred)
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