Administrative Specialist II
University of Chicago
The Department of Obstetrics and Gynecology has 114 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have More than 60,000 outpatient visits, 25,000 ultrasound visits, 2,800 deliveries, 3,000 gynecological 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 and the mechanisms of 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. A subspecialty within OB/GYN, the Section of Gynecologic Oncology is comprised of 10 attending physicians, 4 physician assistants, 4 chemotherapy nurses, clinical fellows, and support staff. The section provides care in outpatient clinics located in Hyde Park, River East, Orland Park, New Lenox, Arlington Heights, and Schererville, Indiana.
About the Department
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. Provides administrative support for faculty and advanced practice providers. Stays informed of activities relating to programs and initiatives, apprising the faculty of issues when deemed necessary. Manages Qgenda, the department’s scheduling system – assists with scheduling requests and running reports. Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries. Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Coordinates special projects as directed by section administrators. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports. Performs other related work as needed.
Meet with assigned faculty regularly.
Stays informed of activities relating to programs and initiatives, apprising the faculty of issues when deemed necessary.
Coordinates information flow from the faculty’s office.
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
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 providers service calendar within our provider’s software by way of creating, monitoring, and editing the schedule when necessary.
Resolves many office problems independently and facilitates solutions, conferring with the section administrator 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.
Maintain and track reimbursement for travel, meeting, registration, organization dues, and mileage.
Composes and edits correspondence and other documents.
Coordinates logistics of major events.
Schedules diverse and complex appointments, meetings, and travel arrangements
May manage special projects or functions related to the business of the organizational unit.
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.
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.
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.
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 strongly preferred.
Familiarity with central administration within a complex research university environment strongly preferred.
Previous experience in the OB/GYN field strongly preferred.
Considerable skill in working both independently and as a team member.
Computer knowledge sufficient to use many diverse administrative computer applications.
Knowledge of word processing, graphics, data management and spreadsheet software.
Extensive project management skills required; experience at negotiating in order to accomplish goals.
Ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
Previous Electronic Medical Record (EMR) experience strongly preferred.
Experience with Epic, QGenda, SharePoint and Visio computer programs strongly preferred.
Experience with website management and content strongly preferred.
Ability to work independently in an organized manner prioritizing the work of multiple projects.
Ability to manage a large volume of work often restricted by deadlines.
Ability to use appropriate resources to resolve an issue.
Ability to follow an issue through to resolution.
Excellent interpersonal and customer service skills
Ability to handle public contract with courtesy, clarity, and diplomacy.
Ability to handle sensitive and confidential situations and information with absolute discretion.
Ability to take initiative and organize and complete projects with minimal supervision.
High level of attention to detail.
Excellent problem-solving skills.
Excellent organization and ability to prioritize.
Proven ability to manage high profile meetings and events.
Strong communication skills, verbal, written and presentation.
Cover Letter (required)
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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