Project Assistant IV-Internal Medicine Residency

Job description

Hyde Park Campus

2012226 BSD - Medicine - House Staff

About the Unit

Job Information

Job Summary:

Under limited supervision, the Project Assistant IV provides highly complex administrative support for the academic and administrative operations and services. Provides prompt and efficient resolution to complex administrative problems. Adapts workflow to accommodate needs, priorities, and fluctuation of work volumes according to faculty and departmental expectation. Handles a wide range of administrative support duties and functions for several faculty members.


  • Provide secretarial and administrative support to the Internal Medicine Residency Program Director/ Vice Chair of Education.
  • Work closely with Program Director to manage conferences and special events.
  • Exchange pertinent information with individuals outside the Program and the Institution.
  • Update/maintain the calendars of the Director.
  • Maintain an organized filing system for all information related to the program.
  • Coordinate the Director's responsibilities in various societies/committees.
  • Provide support for the Physician Scientist Development program.
  • Work on joint projects with Internal Medicine Residency Coordinators and Program Directors.
  • Coordinate all credentialing aspects of the Internal Medicine Residency Programs.
  • Respond to internal and external inquiries for verification of training and completing necessary forms for approval by the program directors.
  • Maintain an organized filing system for current and past trainees.
  • Assure the confidentiality and accuracy of data and records.
  • Assemble/submit requested data from files.
  • Ensure all documentation within the training folders is filed in an accurate and timely manner.
  • Manage the storage of archived files in internal storage, external facilities and electronic databases.
  • Provide administrative support to the Physician Sciences Development Program.
  • Obtain and organize applicants for selection committee and manage the applicant interview and ranking process, including preparation of relevant statistics.
  • Coordinate PSDP trainee recruitment and orientation. Process reimbursements for education funds and organize conferences.
  • Prepare and upload faculty teaching summaries to faculty profiles for all Department of Medicine faculty (resident, fellow, and research teaching).

    This is an Academic Discretion position.

  • Proficiency with Microsoft Office suite required.
  • Ability to successfully handle multiple faculty and department related tasks within a specified time frame required.
  • Ability to proactively anticipate physician needs and resolve problems required.
  • High level of initiative, strong editing skills and superb organizational abilities required.
  • Ability to provide excellent customer service required.
  • Strong editing skills and superb organizational abilities required.
  • Experience with Endnote, Adobe, and other business related applications preferred.
  • Ability to learn a range of position-related software applications required.
  • Ability to communicate effectively in English, both orally and in writing, required.
  • Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, patients, staff, faculty, students and others.

Additional Requirements

Education and Experience:
  • High School Diploma or equivalent required.
  • Bachelor's degree preferred.
  • Three years of office experience required.
  • Four to five years of office experience in complex, fast-paced office environment preferred.
  • Hospital or academic medical center experience preferred.

Salary Range: $20.92-$31.25

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours

024- Local 743, I.B.T. Clerical

Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

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Full time

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Job No:
Posted: 2/21/2018
Application Due: 3/23/2018
Work Type: