Administrative Assistant

Job description

Hyde Park Campus

2010014 BSD - CTSA

About the Unit
The University of Chicago (UC) Institute for Translational Medicine (ITM) was created in 2007 to assemble, integrate, and create the intellectual, administrative, and physical resources required to catalyze research and research training in Clinical and Translational Science. Its ultimate goals are to train scientists and health care providers at UC and in our community to determine the molecular, genetic, pathophysiologic, and social determinants of disease and disease predisposition in individuals; to test interventions directed toward those mechanisms; and to achieve these goals in a way that is rigorous, efficient, ethical, respectful of, and responsive to our community's needs and values. Over its nine years, the ITM has capitalized on the outstanding intellectual and physical resources throughout the University and at ITM affiliate Institutions, Argonne National Laboratory, NorthShore University HealthSystem, Illinois Institute of Technology, and Access Community Health Network, and on substantial institutional and CTSA financial investments, to build the infrastructure for a transformative, energized, and self-improving home for clinical and translational research, ensuring the continued progress of clinical and translational science at the University of Chicago, its affiliates, on the South Side of Chicago, and beyond.

Job Information

Job Summary:

Performs advanced, diversified, and confidential administrative support for the ITM Administrative Director and program management staff. Relieves the team of as much administrative detail as possible. Stays informed of activities relating to ITM programs and initiatives, apprising team members of issues when deemed necessary.


  • Provides administrative support.
  • Coordinates information flow from ITM office, representing the ITM program staff to other University executives, other University offices and outside agencies.
  • Triages emails and telephone calls and responds to routine and complex inquiries.
  • Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the program staff.
  • Maintains the team's calendars, exercising considerable discretion and judgment as to priorities and effective use of the management staff's time.
  • Schedules and coordinates meetings, conferences, and special events, ensuring the team is prepared through compiling data, statistics, and other information and materials.
  • Prepares minutes, reports and summaries.
  • Coordinates complex travel arrangements for the team, ensuring that all necessary files, materials, and supplies are assembled and prepares the itinerary.
  • Manages daily operation of the office, and may assist in developing administrative goals and policies. Interprets requests and helps implement action, deciding whether program staff should be notified of important or emergency matters.
  • Prepares financial and/or administrative reports.
  • May coordinate other clerical support, including recommending various personnel actions related to clerical staff including but not limited to hiring, performance appraisals, and promotions; determining work priorities and scheduling work flow to meet deadlines; and ensuring accuracy and timeliness of work. Undertakes and manages special projects as directed by the team.
  • Manages daily operation of the office, and may assist in developing administrative goals and policies. Interprets requests and helps implement action, deciding whether program staff should be notified of important or emergency matters.
  • Prepares write ups for recommendations for operational and administrative problems.

  • All competencies below are required.
  • Familiarity with administration within a complex research university environment.
  • Excellent oral and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Ability to handle public contacts with courtesy, clarity, and diplomacy.
  • Ability to handle sensitive and confidential situations and information with absolute discretion.
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  • Excellent problem-solving skills.
  • Ability to use appropriate resources to resolve an issue.
  • Ability to follow an issue through to resolution.
  • Considerable skill in working both independently and as a team member.
  • Ability to take initiative and organize and complete projects with minimal supervision.
  • Proficiency with word processing applications and spreadsheets and databases.

Additional Requirements

Education, Experience or Certifications:

  • Bachelor's degree preferred.

  • A minimum of four years of progressively responsible administrative experience is required.

Required Document:
  • Resume
  • Cover Letter

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 Qualifications

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: 10/5/2018
Application Due: 11/22/2018
Work Type: