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Administrative Specialist

The University of Chicago

Job Description


BSD PAT - Department of Pathology

About the Department

The Department of Pathology has a long and rich history of excellence in clinical service, training, and research. Our physicians and scientists are experts in a variety of subspecialties in anatomic pathology, laboratory medicine, genomics and molecular pathology, investigational pathology, and immunology. Our diverse faculty study and diagnose patient disease and medical conditions using state-of-the-art methodologies. Our academic community boasts a strong research tradition. Faculty, residents, fellows, students, and staff participate in a wide range of scientific endeavors, from basic science to translational and clinical research. In order to foster a rich academic community, we are dedicated to promoting diversity, equity, and inclusion within our department. We are committed to maintaining an egalitarian environment in which all members can fully participate in the life of the University. This commitment to equity and inclusion also extends to the diverse patient populations we serve on the South Side of Chicago. Educational programs at the University of Chicago, Pritzker School of Medicine, and the Basic Sciences Division focus on clinical residency, fellowships, and graduate training in the biosciences, immunology, and cancer biology. Our faculty is actively involved in cultivating the next generation of clinicians and scholars who will be involved in cutting-edge basic research or in demanding clinical subspecialty practices. We invite you to browse our website to learn more about our rich offerings of clinical services, education, and research - https://pathology.uchicago.edu/.

Job Summary

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.
The University of Chicago Department of Pathology is seeking two Administrative Specialists to support senior research faculty. These individuals will play a key role in supporting and expanding the research activities across the department, and in the process interact with graduate students, medical students, physician residents, postdoctoral fellows, and faculty.


  • Assist with budget forecasting and monitoring.

  • Preparation of grant applications (including figure design).

  • Travel arrangements and reimbursement.

  • PowerPoint presentations, website management, and special events.

  • Schedule and organize Zoom meetings.

  • Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

  • May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

  • Performs other related work as needed.

Minimum Qualifications


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 5-7 years of work experience in a related job discipline.



Preferred Competencies

  • Experience using all Microsoft Office programs such as Excel, PowerPoint, Word, and Outlook.

  • Proficiency in scheduling and organizing Zoom meetings.

Application Documents

  • Resume (required)

  • Cover Letter (preferred)

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

FLSA Status


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Requires Compliance with University Covid-19 Vaccination Requirement


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


Posting Statement

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

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