Senior Administrative Analyst & Executive Coordinator

Department

BSD MED - General Internal Medicine

About the Department

The newly established office of AI, Precision Medicine, and Data Analytics brings together academic research and clinical operational leadership across the Biological Sciences Division (BSD) and UChicago Medicine (UCMC). This office serves as a unified authority over clinical informatics, research informatics, omics, AI, and precision medicine. Our mission is to bridge discovery and operations to position UChicago Medicine as a national leader in clinical-first, AI-powered precision medicine. By consolidating distributed informatics capabilities, translational data science initiatives, and institutional biobanking, this enterprise unifies personnel, operations, and strategic investments to drive preeminence and scalable growth. The department is actively building a world-class team of faculty, researchers, and operational experts across clinical and computational phenomics, informatics, and AI to support enterprise organization & governance, develop a unified data platform, make usable real-world data for research and to enhance clinical outcomes, and to develop external data partnerships.

Job Summary

This role serves as a key operational and analytical anchor for the Office of the Vice Dean, providing high-level administrative management, calendar coordination, and project support to the BSD Vice Dean and UCMC Senior Vice President for AI, Precision Medicine and Chief Data Officer. Working closely with Office leadership, the position ensures seamless daily operations, manages complex scheduling across dual clinical and academic appointments, prepares accurate briefing materials and correspondence for leadership, and provides other project and analytical support as needed.

Responsibilities

• Manage complex, high-volume schedules and coordinate meeting logistics across institutional units, protecting executive focus and resolving operational bottlenecks in real-time.
• Draft, format, and organize executive briefing memos, presentations, and correspondence under tight deadlines.
• Serve as a reliable point of contact for internal and external stakeholders, handling sensitive communications with discretion and maintaining organizational workflows.
• Coordinate the logistics and operational details for institutional meetings, committee sessions, special events, and visiting schedules.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in relevant field.

Experience:

• Progressively responsible administrative experience.
• Experience in a university or Academic Medical Center environment.

Preferred Competencies

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills, ability to maintain files.
• Proficiency with word processing applications, preparing presentations, spreadsheets and databases.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Ability to exercise sound judgment and excellent problem-solving skills.
• Attention to detail and proofreading skills.
• Ability to exercise flexibility and contribute to the overall work of the team.
• Considerable skill in working both independently and as a team member.
• Ability to take initiative.
• Familiarity with administration within a research university environment.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

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.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$100,000.00 - $110,000.00

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.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

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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