Operations Coordinator

University of Chicago•Hyde Park, IL

2d•Onsite

About The Position

The Operations Coordinator supports the day-to-day administrative and operational functions of the Section of Hematology/Oncology in the Department of Medicine. This role works closely with the Operations Manager and provides backup coverage in their absence to ensure efficient workflow, maintain operational continuity, and provide high-level administrative support. The position regularly handles sensitive and confidential information and serves as a secondary point of contact for facilities and technology-related operational needs.

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.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to exercise sound judgment and excellent problem-solving skills.
Attention to detail and proofreading skills.
Ability to exercise flexibility and contribute to the overall work of the team.

Nice To Haves

Bachelor's degree.
Academic Medical Center experience.

Responsibilities

Coordinate and track credentialing applications and compliance deadlines for faculty in Illinois and Indiana.
Monitor and maintain faculty licensure status, including both in-state and out-of-state licenses.
Process and track SARF requests for system access for faculty, staff, and visiting students in collaboration with the Center for Global Health Office.
Track and reconcile CME budget expenditures.
Manage faculty and laboratory purchases exceeding $5,000.
Maintain standing operational orders and vendor services (e.g., Vital Archives, copiers, and other recurring operational needs).
Coordinate faculty relocation and reimbursement processes.
Execute onboarding workflows for new faculty and Clinical Research Coordinator (CRC) staff.
Maintain centralized onboarding records and operational data to support efficiency and consistency.
Facilitate access to essential tools, systems, and departmental resources for new team members.
Provide training and ongoing support for QGenda clinic management software.
Serve as an alternate point of contact for facilities and technology issues to help ensure workflow continuity.
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.
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.