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Administrative Specialist II

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Thursday, November 9, 2023

Department

BSD OBG - Gyn Onc


About the Department

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.


Job Summary

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.

Responsibilities

  • 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.


Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Experience:

  • 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.

Preferred Competencies

  • 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.

Working Conditions

  • Office Setting.

Application Documents

  • Resume (required)

  • 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.


Job Family

Administration & Management


Role Impact

Individual Contributor


FLSA Status

Non-Exempt


Pay Frequency

Biweekly


Scheduled Weekly Hours

40


Benefits Eligible

Yes


Drug Test Required

Yes


Health Screen Required

Yes


Motor Vehicle Record Inquiry Required

No


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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