Administrative Assistant IV (Pharmacy Department) - Full-Time, Days - The University of Chicago Medicine

Job Description

Join a world-class academic healthcare system, UChicago Medicine, as an Administrative Assistant (IV) for our Pharmacy Department.

The Administrative Assistant performs and provides confidential, executive administrative and clerical support, including handling calendar, transcription, setting up meetings, formatting documents for presentation, assisting in analyses, and, in general, helping to keep the VP functioning at a high level of efficiency.  Requires thorough knowledge in associated areas of responsibility to prepare and generate reports and answer inquiries. 

Essential Job Functions

• Maintains appointment calendars for Vice President and the Executive Leadership Team, scheduling meetings, conferences, and executive interviews and preparing handouts, reports, and presentation materials. This includes using judgment on prioritizing VP’s appointments.
• Receives and directs telephone calls for Vice President, often of a highly confidential nature.
• Assists callers where possible, understanding basic patient issues and directs calls to appropriate areas for response, or resolves patient complaints when possible.
• Performs basic administrative duties including composing, editing, typing correspondences; taking dictation; transcribing from Dictaphone; receiving visitors; taking meeting minutes; and receiving, stamping, screening, and distributing mail.
• Establishes and maintains filing systems for office correspondences, staff profiles, and project files, often of a highly confidential nature.
• Supports Vice President on all recruitment (i.e., scheduling transportation, selection committee, candidates, board of trustees). Organizes travel arrangements for air and ground transportation for Vice President, and all executive recruits.  Prepares all applications for seminars/workshops, makes hotel reservations, prepares check requisitions, and arranges for reimbursement.  Reviews invoices for expenses incurred in connection with recruitment.
• Reviews and processes office-related bills for payment per policies and procedures, maintains accounts payable files, addresses discrepancies, serves as a liaison with accounts payable office. Assist in the preparation of documents for the board of trustees’ presentations as well as others.
• Maintains adequate supplies of routine office supplies and parking stickers. Requisitions work orders for office maintenance.
• Handles personnel transactions and maintain all personnel files for Department.     
• Delegate or perform large copying jobs and other duties as assigned.
• Performs other duties assigned.

Required Qualifications

• High school diploma required; BA, associate degree, or two or more years of college courses with business education desirable. Emphasis is on quick learning, self-starting and problem solving.
• Minimum 7 years of progressive responsibility, high level administrative support experience, and a clear record of some advancement, preferably in a health care setting.
• Ability to accurately type a minimum of 60 wpm; prior experience with word processing, spreadsheets, presentation materials (strong Power Point knowledge as well as other presentation software or database software, overheads, etc), Advance Excel capability, report preparation, record keeping.
• Strong written and verbal communication skills required; superior interpersonal skills required.
• Must be able to plan, organize and work on various tasks concurrently; must be able to independently prioritize multiple tasks in a professional manner. Strong organization and prioritization skills, as well as sound judgment.  Ability to handle multiple tasks simultaneously required.  Familiarity with computer and general office equipment and ability to troubleshoot technical difficulties.
• Must display the highest degree of ethics, professionalism, and confidentiality.
• Must be able to identify and resolve problems independently
• Ability to handle a wide variety of public contacts, including conflicts, with patience, tact, courtesy, and discretion
• Ability to communicate with individuals at all levels.

Position Details

• Job Type/FTE: Full-time
• Shift: Day
• CBA Code: Non-Union
• Location: Chicago, IL (Hyde Park)

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.