Administrative Assistant II - Pathology - Days

Job Description

Be a part of a world-class academic healthcare system, UChicago Medicine , as an Administrative Assistant II in the Anatomic Pathology Lab offices.

• The Administrative Assistant II primary responsibilities include pulling patient slides for various weekly case conferences (tumor board, GI, ;
• 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

Job Summary

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 required; associate degree preferred.
• Minimum four years of increasingly responsible administrative or secretarial experience, preferably in a complex healthcare or industrial setting
• 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 Hospitals; strong interpersonal skills required.

Position Details

• Job Type / FTE : Full Time
• Shift : Mon-Fri Days
• Unit / Department : Anatomic Pathology
• CBA Code : Non - Union

Must comply with UCMC’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.