Administrative Assistant II, Anatomic Pathology - Day Shift - The University of Chicago Medicine

Job Description

Be a part of a world-class academic healthcare system, UChicago Medicine, as an Administrative Assistant II in the Anatomic Pathology Lab.  Here, you will performprimary responsibilities include pulling patient slides for various weekly case conferences (tumor board, GI, etc.); managing all legal and patient requests for surgical pathology materials, digital scanning of all consult cases; ordering supplies; assisting in collecting the data for monthly Surgical Pathology QM meeting. This role will help create and maintain personnel files, assists with editing payroll, schedules meetings, interviews and appointments for both laboratory and faculty staff, and provides administrative support for the lab.  This department is Anatomic Pathology Laboratory. This position is a 100% onsite opportunity. You will need to be based in the greater Chicagoland area.

In this role, you will primarily support senior labs leaders including the Medical Directors, Associate Professors, and Lab Leadership. You will be communicating with Lab clinical and operational leaders as well as leaders from across UCMC operations.  As you maintain an appropriate and professional environment, you will be responsible for coordinating various project meetings, programs, and contracts.

Essential Job Functions 

• Manage calendars for the Laboratory Management team and Medical Directors.  Competently prioritize meeting tasks and proactively resolve meeting conflicts
• Answer phone calls for the department and relay accurate messages with a high degree of poise and tact. Promptly notify appropriate senior leader about any high priority issues, events, or concerns
• Complete a wide variety of contracts, word processing, slide decks, and spreadsheet documents in final form, which are often confidential in nature and may require detailed proof reading and/or grammatical changes for accuracy
• Manage contracts for education affiliate agreements, including renewals and legal review as needed, and serve as primary point of contract with each professional  program
• Coordinate group meetings and effectively communicate with leaders and/or their assistants to assure participation
• Process all required access requests and other tasks for on-boarding new management staff
• Maintain Clinical Laboratories webpage and proactively collaborate with lab leaders to obtain updates
• Order office supplies for the office
• Continue self-development and ongoing education as required by the Hospitals and the needs of the department
• Make travel arrangements
• Sort department mail
• Performs other duties as requested by senior management 

Required Qualifications 

• High School Diploma 
• Minimum four years of increasingly responsible administrative or secretarial experience
• Strong written and verbal communication skills required including use of spreadsheet software such as MS Excel and PowerPoint
• Must be able to plan, organize and work on various tasks concurrently, must be able to independently prioritize multiple tasks in a professional manner
• Must be able to independently and professionally interact with customers, internal and external to the Hospital
• Strong interpersonal skills 

Preferred Qualifications

• Associate's Degree
• Secretarial experience in complex healthcare, industrial, or legal setting

Position Details 

• Job Type/FTE:  Full -Time  (1.0) 
• Shift: Day Shift (9:00 am - 5:30 pm), Monday - Friday
• Work Location:  Hyde Park
• Unit/Department: Anatomic Pathology Lab
• CBA Code: Non-Union

In this role, we anticipate that you will generally work approximately 40 hours per week.  We anticipate that you will generally be scheduled to work the Day shift, from approximately 9:00 am - 5:30 pm and will not be scheduled for on-call shifts.  We anticipate you will be scheduled to work 100% at the Hyde Park campus.  The days of the week that you are scheduled will be Monday - Friday.

Why Join Us

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities.

UChicago Medicine is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

Must comply with UChicago Medicine’s COVID-19 Vaccination requirement as a condition of employment. If you have already received the vaccination, you must provide proof as part of the pre-employment process. This is in addition to your compliance with the Flu Vaccination requirement as well. Medical and religious exemptions will be considered consistent with applicable law. Lastly, a pre-employment physical, drug screening, and background check are also required for all employees prior to hire.