Project Assistant III

About the role

Department

BSD NEU - Administration - Garcia

Job Summary

Under limited supervision, the Project Assistant III provides highly complex administrative support for the academic, clinical and administrative operations and services. Provides prompt and efficient resolution to complex administrative problems. Provides basic educational information to patients and families as appropriate. Adapts workflow to accommodate needs, priorities, and fluctuation of patient volumes according to faculty and departmental expectation.

This is an Academic Discretion position.

Responsibilities

• Handles a wide range of administrative support duties and functions for several faculty members.
• Answers, screens, and routes all telephone calls for physicians as needed.
• Distributes and collects patient documents/mail as necessary.
• Performs other physician support duties such as coordinating physician compliance status, carrying out errands related to the physician's clinic, etc.
• Works with and supports other clinical staff working with the physicians as needed.
• Provides coverage for additional faculty as needed by the department.
• Provides administrative support as needed.
• Creates and maintains spreadsheets and databases as needed, may oversee data projects.
• Maintain and upkeep records and files in EPIC, and hardcopy as needed.
• Calendar management and travel arrangements for faculty as necessary.
• Coordinate with other administrative staff to ensure physician has all necessary supplies.
• Prepare, distribute and respond to correspondence and packages; screen mail.
• Distribute department mail, monitor fax machine and distribute facsimiles to appropriate faculty member or clinical staff.
• Coordinate routine and special activities.
• File storage.
• HIM documentation uploading.
• Inputting clinical and call schedules in Qgenda or other scheduling platforms.
• Assist administrative staff with gathering information and creating reports.
• Perform photocopying and faxing, run errands; other projects as assigned.
• Troubleshoot technology issues for faculty.
• Assist in maintaining water service.
• Order Lab coats and business cards for faculty.
• Setting up Zoom meetings.
• Other projects as assigned include, but are not limited to: scheduling candidate interviews, assisting in credentialing faculty members, taking meeting notes, assisting faculty moves.

Competencies

• Successfully handle multiple faculty and department related tasks within specified time frame required.
• Proactively anticipate physician needs and resolve problems required.
• Thrive in fast-paced environment and effectively manage competing tasks, deadlines, and needs.
• High levels of collaboration and initiative, strong editing skills and superb organizational abilities required.
• Provide excellent customer service required.
• Strong editing skills and superb organizational abilities required.
• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, patients, staff, faculty, students and others.

Additional Responsibilities

Education

• High school diploma or GED from an accredited institution required.
• Some college preferred.

Experience

• Three years of office experience required.
• Four to five years of office experience in complex, fast-paced office environment preferred.
• Hospital or academic medical center experience preferred.
• Experience in invoicing and financial operations preferred.

Technical Knowledge or Skills

• Proficiency with Microsoft Office suite required. Experience with Microsoft Excel and associated functions and features, such as Pivot Tables, strongly preferred.
• Experience in managing electronic tracking systems and databases.
• Experience with Endnote, Adobe, and other business related applications preferred.
• Learn a range of position-related software applications required.
• Communicate effectively in English, both orally and in writing, required.
• Proficiency in project management preferred.

Pay Range

• $22.17 - $32.47 hourly.

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

Yes

• 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
• Hourly

Pay Range $22.17 - $32.47

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
• 40
• Union
• 024- Local 743, I.B.T. Clerical
• Job is Exempt
• No
• Drug Test Required
• No
• Health Screen Required
• No
• Motor Vehicle Record Inquiry Required
• No
• Posting Date
• 2026-11-11
• Posting Statement

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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