Operations Coordinator, Plastic Surgery

University of Chicago•Hyde Park, IL

11h•Onsite

About The Position

The Operations Coordinator provides professional and administrative support to clinical department management in the Section of Plastic and Reconstructive Surgery. This role performs high-level administrative duties, resolves office problems independently, and facilitates solutions. The coordinator is responsible for managing faculty recruitment, processing bills and expense reimbursements, and analyzing data for reports. They also compose and edit various documents, oversee office space and supplies, and manage special projects, functions, and events. A key responsibility includes independently planning and executing the annual Research Symposium and managing continuing medical education (CME) courses, which involves application completion, event planning, legal contract coordination, and invoicing. The role also involves assisting the Section Administrator with inter-departmental processes, researching scientific information for CME applications, monitoring clinical section finances, and developing funding opportunities with faculty. Additionally, the coordinator may act as a liaison between the section and other University departments.

Requirements

Minimum requirements include a college or university degree in related field.
Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.
Excellent oral and written communication skills.
Excellent interpersonal and customer service skills.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Excellent problem-solving skills.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Considerable skill in working both independently and as a team member.
Ability to take initiative and organize and complete projects with minimal supervision.

Nice To Haves

Bachelor's Degree.
Experience in a healthcare or academic medical environment, including knowledge in areas of patient advocacy, medical terminology, access, and billing/collections.

Responsibilities

Performs high-level administrative duties in support of Section functions.
Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
Coordinates office functions, including developing and implementing office procedures and policies.
Serves as a resource to faculty and colleagues in interpreting Department, University, and Hospital policies and guidelines.
Manages the faculty recruitment process.
Receives, processes, and tracks all bills and expense reimbursements.
Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
Composes and edits correspondence, training materials, and Web content.
Oversees and maintains the physical office space, ordering equipment repairs, upgrades, and office supplies.
Manages special projects, functions, and events related to the Section including visitor applications and orientations and various outreach events.
Independently plans and executes the annual Research Symposium.
Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details.
Works with faculty prior to the course to prepare course materials, coordinates all event-planning details, works with legal on required contracts, and invoices companies after the courses are completed.
Assists the Section Administrator in setting up processes with Legal, Pharmacy and other related departments in the hospital.
Researches complex scientific information (i.e. Scholarly publications), submits budget applications, and creates learning objectives to include in the CME applications.
Assists monitoring finances for the clinical section.
Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
May act as a liaison between the section and other University departments.
Performs other related work as needed.