Administrative Specialist II

University of Chicago•Chicago, IL

21h•Onsite

About The Position

The Department of Obstetrics and Gynecology at the University of Chicago comprises 140 clinical providers, delivering care across its main hospital in Hyde Park and seven off-site locations. Annually, the department manages over 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries. A core focus for the department is teaching, research, and providing the highest quality clinical care, supported by highly ranked residency and fellowship programs that train future healthcare leaders. The department also maintains a significant research enterprise, conducting studies in population health, tumor biology, fibroid research, and hypertensive diseases in pregnancy. This role seeks a highly motivated individual to provide comprehensive administrative support to a group of providers within a team setting. The successful candidate must demonstrate the ability to work effectively under time-sensitive deadlines, possess strong communication skills, and be well-organized. Key responsibilities include managing the day-to-day administrative functions of the section, operating autonomously within established procedures to maximize efficiency in office and location support activities, and ensuring the smooth functioning of facilities and business support services.

Requirements

Vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
5-7 years of work experience in a related job discipline.

Nice To Haves

Bachelor’s degree in a related field strongly preferred.
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.
Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.
Ability to effectively communicate with faculty, graduate students and various administrative offices at all levels in the University.
Excellent organizational skills.
Attention to detail.
Ability to meet deadlines.
Ability to maintain confidentiality.
Ability to resolves problems.
Ability to work independently and as part of a team.

Responsibilities

Provides comprehensive administrative support to section leadership.
Maintains awareness of priorities and ongoing initiatives, proactively apprising leadership of emerging issues and coordinating information flow from the leader’s office.
Manages and maintains faculty and section calendars, including the MFM faculty calendar, leader calendar, service calendar within provider software, and faculty call schedules.
Coordinates diverse and complex meetings, interviews, travel arrangements, and section events.
Partners with the MFM Fellowship Site Director to coordinate fellowship meetings, recruitment interviews, and related activities.
Supports faculty recruitment processes and other personnel matters.
Manages continuing medical education courses, including preparation and submission of CME applications, development of course materials in collaboration with faculty, and full coordination of event logistics.
Oversees major events, orientations, outreach initiatives, and special section functions.
Manages special projects as assigned, preparing written recommendations and operational analyses to address administrative challenges and improve processes.
Assists in developing administrative goals, office procedures, and internal policies to enhance efficiency and effectiveness.
Oversees financial and budgetary responsibilities, including monitoring and reconciling accounts, managing a portion of the leader’s budget, tracking receivables, processing bills and reimbursements, and preparing financial and administrative reports.
Monitors faculty expense accounts and advises on spending trends.
Maintains off site surgical data, ensuring appropriate documentation and coordination with HIM for billing purposes.
Manages referral physician follow up and maintains internal, national, and international databases.
Serves as a resource to faculty and staff in interpreting Department, University, and Hospital policies and guidelines.
Resolves a wide range of office issues independently, escalating only the most complex matters.
Triages patient calls, emails, and telephone inquiries, resolving routine and moderately complex issues and directing matters appropriately.
Composes and edits correspondence, reports, and other written materials under own signature or for leadership signature.
Oversees physical office operations, including monitoring supplies, maintaining workspace functionality, and coordinating equipment repairs and upgrades.
Assists in managing daily office operations to ensure continuity and service excellence.
Performs other related responsibilities as required to support section and organizational objectives.
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.