Program Project Coordinator
University of Chicago
The Department of Obstetrics and Gynecology has 136 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. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.
About the Department
A subspecialty within OB/GYN, the Section of Gynecology and Minimally Invasive Surgery is comprised of 9 attending physicians, 3 physician assistants, 2 nurses, a clinical fellow, and support staff. The section provides care in outpatient clinics located in Hyde Park, River East, Orland Park, and Schererville, Indiana.
We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Program Project Coordinator will act as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred.
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.
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 many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
Monitors and reconciles accounts.
Manages accounts and receives, 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.
Patient interactions and intake responsibilities for specialty programs.
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.
Education:Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Previous administrative experience.
Familiarity with central administration within a complex research university environment.
Previous experience in the OB/GYN 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.
Experience with Financial packages.
Collaboration and Independence.
Attention to detail.
Ability to demonstrate professional behavior in a respectful way.
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.
Administration & Management
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
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