Secretary V

Department

About the Department

Job Information

Job Summary:

Under minimal supervision and with a high level of proficiency, the Secretary V provides highly complex administrative support for the Section of Infectious Diseases within the Department of Medicine at the University of Chicago. This position reports to the Section Administrator and supports the administrative operations of a large and growing section of more than 50 faculty, fellows, and staff.

Responsibilities:

• Provides administrative support for faculty, fellows, and staff within the Section of Infectious Diseases, a section of more than 50 members.

• Coordinates complex scheduling needs, including one-time and recurring meetings, service schedules, rounds, interviews, rotations, and section events.

• Responds to a high volume of day-to-day administrative requests received by email, phone, and in person.

• Supports section operations by managing office supplies, equipment, mail, faxes, parking passes, keys, shipments, space needs, and facilities-related requests.

• Serves as a point of coordination with University and Medical Center partners, including facilities, BSDIS, UCMIT, GME, PSOM, and other administrative offices.

• Supports purchasing, reimbursements, payables, expense reporting, expenditure tracking, and other financial administrative processes.

• Coordinates technology needs, including hardware and software requests, equipment setup, troubleshooting coordination, and related communication with IT teams.

• Assists with faculty, fellow, staff, candidate, visitor, resident, and medical student onboarding, transitions, scheduling, documentation, and logistics.

• Maintains records, files, schedules, rosters, attendance records, clinic counts, and other administrative tracking documents.

• Arranges meetings, interviews, conferences, section functions, guest speaker visits, fellow events, and other special programs.

• Supports educational and training activities, including fellow transitions, resident and medical student rotations, elective courses, remote rounds, and mini-residency programming.

• Coordinates recurring administrative processes related to clinical schedules, outside clinic time sheets, invoices, dashboards, GME documentation, CME paperwork, and honoraria.

• Performs a broad range of additional administrative duties as assigned to support the effective day-to-day operation of the Section of Infectious Diseases.

• Other duties as assigned.

Competencies:

• Communicate effectively both orally and in writing.

• Work effectively with supervision and as a part of a team.

• Identify priorities; recognize and resolve or refer problems.

• Proficient knowledge of Microsoft Word, Excel and Outlook.

Additional Responsibilities

Education, Experience, or Certifications:
Education:

• High School Diploma or equivalent from an accredited institution required.

• Bachelor's degree preferred.  ​

Experience:

• Five years of office experience required.

• Hospital or academic medical center experience preferred.

Pay Range:

• $26.12 - $34.83 per hour.​

Required Documents:

• Resume/CV

• Cover Letter

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility​

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type

Pay Range

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Scheduled Weekly Hours

Union

Job is Exempt

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Date

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

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.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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