Administrative Specialist

Job description

Hyde Park Campus

2012215 Medicine-Gastroenterology

About the Unit

Job Information

Job Summary:

The Administrative Specialist performs advanced, diversified and confidential administrative support for the Director of the Center for Endoscopic Research and Therapeutics department. Relieves the executive of as much administrative detail as possible. Coordinates information flow from director's office, representing the director to other University's executives, other University offices and outside agencies. Responsible for coordinating and overseeing Continuing Medical Education events.


  • Coordinate the administrative needs of the physicians in the Center for Endoscopic Research and Therapeutics department.
  • Work closely with physicians, nurses, mid-level providers, and other office staff.
  • Schedule diverse and complex appointments, meetings, and travel arrangements for assigned faculty.
  • Responsible for external site visits related to CME events (i.e. venue, dinners, hotel accommodations).Visit various hotels, restaurants, conference rooms to secure the best economically and efficient locations for our courses.
  • Responsible for overseeing CME events at external sites and creating and maintaining the budget.
  • Check-in course registrants and provide them with their registration packets, and offer on-site registration.
  • Coordinate equipment and set up for hands on training, catering, AV needs for speakers' presentations and hotel accommodations for speakers.
  • Responsible for managing the department's social media activity
  • Manage the department's social media accounts.
  • Manage marketing initiatives for the course.
  • Develop, design and coordinate web based advertising.
  • Manage revenue and expenses.
  • Solicit and manage exhibitor participation.
  • Apply for endorsements from external organizations.

  • 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 contract 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 take initiative and organize and complete projects with minimal supervision required.
  • Proficiency with word processing applications and spreadsheets and databases required.

Additional Requirements

Education and Experience:
  • Bachelor's degree required.
  • Three years of progressively responsible administrative experience required.
  • Experience in a large academic, clinical department preferred.

Required Documents:
  • 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: 11/2/2018
Application Due: 1/1/2019
Work Type: