Office Administrator

Job description

Illinois: Chicago

2012215 Medicine-Gastro

About the Unit
The University of Chicago Medicine's Center for Asian Health Equity is the only research center in the Midwest to address the diverse health care needs of Asian Americans. The Center builds teams that span disciplines and sectors across the University and diverse Asian American communities to study Asian American health disparities, translate evidence into practical interventions, conduct public education, and use data to inform health policy. A vital part of the Center's mission is its strong and sustained community engagement via the Asian Health Coalition with more than 25 Asian American organizations across the Chicago metropolitan area. Through this engagement, the Center elevates Asian American voices and enhances Asian American representation in conducting and participating in community-engaged research. The Center fulfills a critical need to improve the health of these underserved populations to advance health equity.

Job Information

Job Summary:

The Center for Asian Health Equity (CAHE)/Asian Health Coalition is seeking an Office Administrator who to work closely with Executive Director, Center Managers and Researchers who has keen sense for detail, a strong interest in public health and the ability to meet deadlines. The Office Administrator will be a team player and will work to ensure that activities are carried out in accordance with the established scope of work, schedules, budgets and Center needs. He/She will has an aptitude for project management, communications, public relations and marketing and well as experience working with minority populations (immigrants, refugees, ethnic communities etc.)

The Office Administrator will be highly trustworthy and be able to handle the highest level of confidentiality and possess references that are supportive and verifiable. Applicants must be detail oriented, have excellent organizational, analytical and communications skills and be able to handle multiple tasks and interact effectively with all levels of the organization.


Program Administration

  • Prepares PowerPoint presentation materials for use by departmental management, editing content and adding appropriate graphic design elements.
  • Manages Center websites and ensures they are current and relevant as well as and marketing materials.
  • Produces printed and electronic publicity for events and series.
  • Oversees all publicity, builds relationships with external contacts.
  • Ensures listservs are maintained.
  • Oversees media and video archives, photography, oversees a blog.
  • Oversees some recruiting efforts for the Center.
  • Maintains office space efficiencies such as overseeing supplies /furniture computers.
  • Works closely with IT professional for new employee system set up and email access.
  • Acts as primary point of contact for Center events and preparation of annual reports for community partners.
  • Coordinates staff schedules and monitors visitors to the Center and programs.
  • Manages assorted one-time projects including creating ancillary websites.
  • Assesses need for and develops new tracking systems as demand requires (expenses, programs, events).
  • Conducts special projects for the Executive Director as requested.

Program Management
  • Assist in program management including the implementation of program activities and strategies, developing evaluation plans, and overseeing all tasks to ensure they are being completed in a high quality manner, on time, and to the project specifications.
  • Provide outreach Assistance for CAHE Programs including CASAP and Hep B/C.
  • Supports University of Chicago Medical students in monthly clinic at Bridgeport for marginalized community members.
  • Develop and maintain database to track and monitor data collection and processing.
  • Conduct qualitative data collection/analysis.
  • Convene partner meetings and attend trainings as required.
  • Prepare progress reports for funders.
  • Oversee Intern Staff and provide training for part-time consultants.
  • Assist in writing publishable journal articles.
  • Assist in writing and renewing grants, and recommending new funding opportunities.
  • Carry out other special projects as directed by the Program Director.

  • Ability to function as part of an interactive team while demonstrating initiative to achieve Center's goals and advance the Center's mission required.
  • Excellent written accounting communications skills for grant financial reports required.
  • Attention to detail, communication, record keeping required.
  • Ability to make informed decisions and present reports to management and board members required.
  • Ability to develop strong working relationships with, and build consensus among, a diverse array of stakeholders within the organization and between the organization and community required.
  • Strong analytical skills and problem solving ability required.
  • Ability to work well with faculty, program managers and researchers required.

Additional Requirements

Education and Experience:
  • Bachelor's degree required.
  • Master's degree preferred.
  • 1 to 3 years work experience in community health, program evaluation and management preferred.

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

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

Health Screen 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.

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 5/11/2018
Application Due: 6/23/2018
Work Type: