Administrative Specialist II

University of Chicago • Chicago, IL

2d • $24 - $31 • Onsite

About The Position

The Department of Obstetrics and Gynecology has 140 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. 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. We are looking for a highly motivated individual who will provide administrative support to a group of providers in a team setting. This role will require the individual to work well under time sensitive deadlines, to exhibit good communication skills, and to be well organized. They will be responsible for the administrative day to day functions of the section. The job provides business support within established procedures regarding 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.

Requirements

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
• 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.

Nice To Haves

• Previous administrative experience.
• Familiarity with central administration within a complex research university environment.
• Previous experience in the OB/GYN or Cancer field.
• Experience in taking initiative and organizing and completing projects with minimal supervision.
• Experience at negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
• Experience in handling sensitive and confidential situations and information with absolute discretion.
• Previous Electronic Medical Record (EMR) experience.
• Experience with EPIC and Qgenda computer programs.
• Experience with handling a large volume of work often restricted by deadlines.

Responsibilities

• Performs high-level administrative duties in support of office functions.
• Manages special projects as assigned.
• Complete follow-up and referral physician management, internal and external (to department) and a national and international database management.
• Oversees the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary.
• Resolves office issues independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Monitors and reconciles accounts.
• Manages accounts and receivables, processes, and tracks all bills and expense reimbursements on behalf of section personnel.
• Composes and edits correspondence and other documents.
• Coordinates logistics of major events
• Schedules diverse and complex appointments, meetings and travel arrangements.
• Will triage patient calls and direct them to the appropriate personnel.
• Maintains off-site surgical data including obtaining the necessary HIM to bill and document.
• Triages emails and telephone calls for action.
• Resolves mostly routine and some complex inquires.
• 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.
• 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.

Benefits

• 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 .

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees