Department

BSD MED - General Internal Medicine - Administrative Support

About the Department

General Internal Medicine (GIM) has a rich tradition at the University of Chicago, dating back to the founding of the medical school in 1927. With the rising prominence of the medical subspecialties after World War II, the Department of Medicine reaffirmed its commitment to GIM in 1969: 'Every trainee must receive intensive, comprehensive training in General Medicine as an optimal base for advanced training, whether in a subspecialty or General Internal Medicine.' Under the leadership of Dr. Alvin Tarlov (Chair of Medicine, 1968-81), the University of Chicago led a national effort to reestablish academic sections of General Internal Medicine. In 1973, the Section of General Internal Medicine was organized to include separate GIM inpatient, outpatient, and consultation services. The Section of General Internal Medicine assumed responsibility for housestaff training and for relationships with community hospitals. A fellowship program was established for trainees interested in academic GIM and educational leadership. With the support from our Department Chairs since 1968 ,GIM research has flourished at the University of Chicago, with faculty recognized as national leaders in the areas of medical ethics, health economics and policy, health services and outcomes research.

Job Summary

The Executive Assistant provides high-level administrative and strategic support to the General Internal Medicine Section Chief. This role requires exceptional organizational skills, sound judgment, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant ensures smooth operations by proactively coordinating resources, managing complex schedules, and escalating matters appropriately.

The role involves handling sensitive information with discretion and confidentiality, managing high-priority meetings and events, preparing executive-level communications, and supporting special projects.

Responsibilities

Manages the Section Chief’s calendar, exercising discretion and judgment to prioritize requests and optimize the Chief’s time.

Prepares executive presentations, reports, and correspondence.

Stays informed about University programs and initiatives, updating the Section Chief as necessary.

Manages information flow to and from the executive office, serving as a liaison to University leaders, offices, and external agencies.

Initiates routine and non-routine administrative processes independently.

Drafts, reviews, and processes correspondence and other written materials, sometimes under own signature.

Screens and triages emails and calls, resolving or referring inquiries and ensuring timely follow-up.

Schedules and coordinates meetings, conferences, and special events; compiles relevant data, materials, and briefing documents to prepare the Section Chief.

Arranges complex travel itineraries and ensures all necessary materials are organized.

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.

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).

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:

Progressively responsible administrative experience.

Experience in a university or Academic Medical Center environment.

Experience with complex scheduling, meeting preparation, and event coordination.
 

Technical Skills or Knowledge:

Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Excel).

Proficiency with word processing applications, preparing presentations, and spreadsheets.
 

Preferred Competencies

Excellent verbal and written communication skills.

Strong interpersonal and customer service skills.

Ability to handle confidential information with discretion.

Exceptional organizational skills and attention to detail.

Ability to work effectively under pressure with competing priorities and tight deadlines.

Strong judgment, problem-solving skills, and initiative.

Ability to work independently and collaboratively as part of a team.

Familiarity with administrative processes in a research university environment.

Application Documents

Resume/CV (required)

Cover Letter (required)

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

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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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.