Executive Assistant

Jun 30, 2017
Institution Type
Four-Year Institution
About The Unit: The Center for Research Informatics (CRI) is a growing organization within the Biological Sciences Division (BSD) that provides informatics resources and services to BSD faculty. Four main services comprise the CRI's operations: applications development, bioinformatics, IT infrastructure, and a clinical research data warehouse. Through these service lines, the CRI enables research of the highest scientific merit and advances the state of the art of clinical and translational informatics. The CRI recruits exceptional candidates looking to leverage state-of-the-art technologies to deliver innovative and exciting solutions in the biomedical informatics field. The Biological Sciences Division (BSD) is the largest operating unit of the University of Chicago. It includes the Pritzker School of Medicine, twenty-three academic departments, twelve interdisciplinary degree-granting committees, and more than a dozen research centers and institutes. Our mission is to discover and create new knowledge of living systems, to preserve and communicate knowledge through education, and to nurture and sustain a community of scholars. These scholars pursue this mission through research, the education of basic scientists, physicians, and others interested in living things, and through enlightened and compassionate care of patients in a humane, academic environment. We have a long and rich history of discovery. Our academic departments have each developed and sustained outstanding programs of research and training in a broad range of programs. These are further enhanced by interdisciplinary committees, centers, and institutes. Unique among our peers, our Pritzker School of Medicine and basic biological science programs are housed in one division, allowing for strong collaborations between basic science and clinical research. Faculty, staff and students interact across programs and disciplines, creating collaborative and innovative approaches to the study of complex problems.

Unit Job Summary: Executive Assistant: Performs advanced, diversified, and confidential administrative support for an executive (Dr. Samuel Volchenboum) and for the Center for Research Informatics (CRI). Relieves executive of as much administrative detail as possible. Maintains the executive's calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time. Monitors email and telephone calls, prioritizing and tracking requests and inquiries. Tracks required action and follows up to ensure complete and timely responses. Coordinates information flow from executive's office, representing the executive to other University executives, other University offices, and outside agencies. Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the executive. Resolves routine and complex inquires, referring inquiries to the appropriate person when necessary and following up to ensure resolution. For both the executive and for the CRI as a whole, schedules and coordinates meetings and events. Coordinates complex travel arrangements. Processes GEMS reimbursements, and may assist with other financial tasks. May prepare special reports and summaries, using various relevant information sources and synthesizing information. May manage special projects as requested. 25% Monitor email; track required action; resolve and follow up on inquiries; coordinate information flow. 20% Maintain Dr. Volchenboum's calendar; schedule and coordinate meetings. 25% Administrative support for Dr. Volchenboum, including travel arrangements, GEMS reimbursements, preparing materials for meetings, and special projects as requested. 30% Administrative support for the Center for Research Informatics, including meeting coordination and assistance with financial and HR paperwork data (Workforce).

Unit Education: Bachelor's degree plus a minimum of 5 years of relevant administrative experience required.

Unit Experience: Experience scheduling meetings and maintaining calendars required. Experience using Microsoft Outlook, Word, Excel, and PowerPoint required. Experience using other software and web-based applications (e.g., Google Calendar, Adobe Acrobat, Photoshop or equivalent) preferred. Experience working in a University environment preferred.

Unit Job Function Competencies: Ability to handle multiple tasks and assignments required. High degree of organization and follow-through required. Ability to be flexible and perform new tasks on short notice required. Ability to prioritize different requests without a lot of direction required. Familiarity with central administration within a complex research university environment required. Excellent oral and written communication skills required. Excellent interpersonal and customer service skills required. Ability to handle public contacts with courtesy, clarity, and diplomacy required. Ability to handle sensitive and confidential situations and information with absolute discretion required. Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required. Excellent problem-solving skills required. Ability to use appropriate resources to resolve an issue required. Ability to follow an issue through to resolution required. Considerable skill in working both independently and as a team member required. Ability to take initiative and organize and complete projects with minimal supervision required. Proficiency with word processing applications and spreadsheets and databases required. Ability to review and synthesize information and produce a concise summary required. High degree of diplomacy, discretion, and tact required. A sense of humor and the ability to work well within a team of highly motivated individuals required.

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