Center Specialist

Job description

Hyde Park Campus

2012212 Medicine-Cardiology

About the Unit

Job Information

Job Summary:

Under general direction from senior management, the Center Specialist will perform complex and diverse administrative duties in support of the day-to-day operations of the Center for Heart Failure Management. Provides prompt and efficient resolution to complex administrative problems. Will provide administrative assistance and operational support for the Director of the Advanced Heart Failure and its diverse faculty and staff.Adapts workflow to accommodate needs, priorities, and fluctuation of work volumes according to faculty and unit expectation. Handles a wide range of administrative duties and operational functions for several faculty members and staff.


Administrative Support:

  • Coordinates administrative support workflow for the AHF faculty and staff.
  • Serves as an administrative liaison for the faculty/director.
  • Triages emails and telephone calls for action, faxing, filing, mail delivery and copying.
  • Maintains faculty's/director's calendar, exercising considerable discretion and judgment as to priories and effective use of executive's time.
  • Schedules and coordinates meetings, conferences, and special events.
  • Coordinates complex travel arrangements (domestic and international) for the faculty/director, ensuring all necessary files, materials, and supplies are assembled and prepares the itinerary.
  • Ensures accuracy in the preparation or review of written materials, including Power point. presentations, proposals, charts, and other correspondence in support of the director's efforts.
  • Resolves routine and complex inquiries.
  • Maintains the physical office space, ordering equipment repairs and upgrades
  • Exercises professional judgment to interpret and communicate policies and procedures.
  • Assists with creating and maintaining clinical/hospital/procedural/PTO schedules.
  • Maintains outreach schedule(s) (physician coverage and patients); administratively assists with requests for information or support (internal and external).
  • Unique situations will require a tailored approach and sound judgement.
  • Using various relevant information sources to synthesize information for special reports and summaries.
  • Monitors faculty expense accounts and advises faculty of problem spending patterns for the Heart Failure Unit.
  • Processes expense reports, pays invoices and orders/maintains office/lab supplies.
  • Works with faculty/director(s) to determine work priorities and work flow to meet deadlines, while ensuring accuracy and timeliness of work.
  • Assists the Section with new hire on-boarding.
  • Coordinates special projects are directed.
  • Provides administrative back up support for other faculty/directors.
  • Performs other duties as assigned.

Event Planning:
  • Assists faculty/director(s) and staff with organizing all aspects of AHF events including, but not limited to, weekly seminars, lectures, conferences, and social gatherings on and off campus. Where appropriate, assist with logistics of inviting outside speakers and of arranging travel and accommodations for AHF guests.
  • Responsibilities include coordinating travel and lodging arrangements, assisting with selection of event location, catering and audio visual, registration, setup and preparation of meeting materials.

  • Familiarity with central administration within a complex research university environment required.
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.
  • Ability to work on multiple projects simultaneously, set priorities, and meet short deadlines in fast-paced environment required.
  • Ability to handle sensitive and confidential situations and information with absolute discretion required.
  • Ability to use appropriate resources to resolve issues required.
  • Ability to follow issues through to resolution required.
  • Excellent organizational skills required.
  • Excellent oral and written communication skills required.
  • Excellent interpersonal and customer service skills required.
  • Excellent problem-solving skills required.
  • Ability to independently 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 independently with minimal supervision required.
  • Proficiency with word processing applications and spreadsheets and databases required.
  • Attention to detail required.

Additional Requirements

Education and Experience:
  • Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years of progressively responsible administrative experience required.
  • University or Academic medicine administrative experience 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.

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Full time

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Job No:
Posted: 11/28/2018
Application Due: 12/19/2018
Work Type: