Department
BSD ORT - Administrative Support
About the Department
Job Summary
The Operations Coordinator provides specialized business support for routine office, personnel, project and environmental support activities in Hospital Medicine. In close collaboration with administrative team members and leadership, 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.
Responsibilities
With leadership staff, assists in managing daily operations of the office, including personnel and environmental needs and projects. May assist in developing administrative goals and policies and supporting new or revised administrative processes through documentation, training, and communication. Maintains calendars and schedules as needed.
Provides administrative support for leadership staff and faculty. Coordinates information flow.
Supports or independently performs administrative tasks and processes such as arranging meetings, interviews, developing agendas, and preparing progress reports. Stays informed of activities relating to programs and initiatives, apprising of issues when deemed necessary.
Supports personnel recruitment, hiring, onboarding, and retention, and liaises closely with internal and external stakeholders to ensure accurate and timely completion of necessary steps.
Procures and produces supporting documentation in support of section, department, and divisional needs and ensures individual and section compliance.
Coordinates special projects as directed by leadership. Prepares write ups for recommendations for operational and administrative problems.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed. Order Lab coats and business cards for faculty.
Serve as a backup to the Executive Assistant to the Chairman.
Coordinates and supports large conferences and meetings, such a department education symposiums and faculty teaching retreats, department wellness committee.
Supports various administrative tasks as requested by the department’s education team, including but not limited to Grand Rounds.
Inputs and monitors clinical schedules in various scheduling software.
Provides administrative support to physicians, which includes but is not limited to, calendar management; screening patient calls and requests; preparing and updating patient files in EPIC; scheduling in EPIC, processing and disseminating referring physician letters; coordinating compliance, professional practice evaluations, and credentialing efforts; coordinating deposition meetings with law firms, booking conference rooms and assembling necessary paperwork; coordinating peer-to-peer meetings with insurance companies etc.
Responsible for coordinating faculty's compliance with required reports; including house staff evaluations, medical staff reappointments/re-credentialing, etc. Coordinating visitor paperwork.
Responsible for day-to-day operations, which includes: maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, organizing paperwork for physician clinics etc.
Prepares monthly on-call schedule for the department.
Oversees and maintains the physical office space, ordering equipment, repairs and upgrades.
Maintains and updates website content and departmental social media accounts. Prepares quarterly alumni newsletters. Assists the leader in preparing department annual report.
Provides back-up support to the Executive Assistant.
Prepare special reports and summaries. Prepares financial and/or administrative reports.
Manages accounts and receives, processes, reconciles, and tracks all bills and expense reimbursements on behalf of department personnel.
Assist in planning and coordinating employee engagement activities, holiday party, lunch and learns etc.
Adapt workflows to accommodate needs, priorities, and faculty and leadership expectations.
Responds to emails and telephone calls for action. Resolves moderately complex inquiries.
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.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages 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:
Certifications:
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Preferred Qualifications
Education:
Bachelor's degree.
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.
Handle sensitive and confidential situations and information with absolute discretion.
Excellent organizational skills, ability to maintain files.
Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Exercise sound judgment and excellent problem-solving skills.
Attention to detail and proofreading skills.
Exercise flexibility and contribute to the overall work of the team.
Considerable skill in working both independently and as a team member.
Take initiative.
Familiarity with administration within a research university environment.
Working Conditions
Office setting.
Onsite.
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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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 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.
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