Project Asst III - Psychology at The University of Chicago in Chicago, Illinois

Job Description:

Department


BSD PSY - Educational Operations



About the Department



To honor our promise to always put our patients first and to be ever mindful of each patients dignity and individuality, we must also be at the forefront of transformative discovery and innovation in psychiatric care.


Job Information






Job Summary:



The Project Assistant III provides clerical support for the Education Section. Supports a wide variety of clerical functions for faculty and trainees. Handles general office duties such as making copies, scanning, filing, typing general correspondence, sorting mail and faxes, maintaining office equipment and supplies, running errands, and answering the section telephone. Responds to general inquiries and triages as appropriate.


Assists in coordinating events, meetings, and calendar management for educational faculty. Responsible for submitting requests for payment of invoices, the purchase of goods and services, and the processing of reimbursements. Other duties as assigned.



Responsibilities:

• Provide administrative support to Education faculty and trainees including processing of expense reimbursements in GEMS, travel expense vouchers, disbursements in ePayments, faxing, filing, photocopying, mail, ordering supplies in Buysite, submission of facilities maintenance requests, file maintenance, phone triage.
  
  


• Coordinate the administrative needs of faculty. Coordination encompasses support of academic and administrative needs of the faculty and trainees.
  
  


• Communicate regularly with Program Directors, administrators, and other internal and external stakeholders.
  
  


• Assist with special projects.
  
  


• Maintenance of equipment and space and management of the section's computing inventory including purchase of, tracking and filing of agreements, rotation of old equipment and ordering of accessories for training program.
  
  


• Perform project management and support for faculty and trainees.
  
  


• Provide back-up administrative support to education personnel during times of absence.
  
  


• Provide administrative support for all steps of recruitment, hiring and onboarding processes: outreach, communications, interview scheduling and coordination, support for onboarding of trainees, and other needs as determined.
  
  


• Maintain organized filing systems, in electronic and paper systems.
  
  


• Arrange and schedule interviews, meetings and special events.
  
  


• Other duties as assigned.
  
  

Competencies:

• Ability to successfully handle multiple competing tasks in a competent and professional manner while meeting deadlines required.
  
  


• Ability to prioritize work to meet needs of faculty, staff and administration required.
  
  


• Ability to proactively anticipate physician needs and resolve problems required.
  
  


• High level of initiative, strong editing skills and superb organizational abilities required.
  
  


• Ability to provide excellent customer service required.
  
  


• Ability to work effectively with supervision and as part of a team, individually, or while taking direction from others.
  
  


• Ability to maintain confidentiality and discretion at all times required.
  
  


• Ability to learn new methods to improve the position and to effectively incorporate them into the job required.
  
  


• Attention to detail required.
  
  


• Collaborative approach to meet needs of section(s) required.
  
  


• Ability to identify and resolve problems, with input from management, as appropriate, required.
  
  


• Ability to adjust to changing priorities required.
  
  


• Ability to solve problems effectively, and to escalate when warranted, required.
  
  


• Polite, professional and helpful demeanor both in person and on the phone required.
  
  


• Ability to respond diplomatically to highly stressful, unexpected and nuanced situations.
  
  

Additional Requirements





Education, Experience, or Certifications:




Education:

• High School Diploma or equivalent required.
  
  


• Bachelor's degree strongly preferred.
  
  

Experience:

• Three (3) years of office experience required.
  
  


• Hospital or academic medical center experience strongly preferred.
  
  


• Working within a Accredited Program preferred.
  
  

Technical Knowledge or Skills:

• Strong verbal and written communication skills required.
  
  


• Proficiency in Microsoft Word, Excel and Adobe required.
  
  


• Knowledge of GEMS, BuySite, ePayment, Medhub preferred.
  
  

Working Conditions and Physical Requirements:

• Office Setting.
  
  

Pay Range:

• $21.06 - $30.83 hourly
  
  

Required Documents:

• Resume(required)
  
  


• Cover Letter(required)
  
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Benefit Eligibility


Yes



Requires Compliance with University Covid-19 Vaccination Requirement



No

Pay Frequency


Hourly

Pay Range


Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours


40

Union


024- Local 743, I.B.T. Clerical

Job is Exempt


No

Drug Test Required


No


Motor Vehicle Record Inquiry Required



No

Health Screen Required

No

Posting Date


2024-01-17

Remove from Posting On or Before


2024-07-17

Posting Statement:




The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.


Staff 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.


We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.


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.


The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. Apply Now