Administrative Specialist

University of Chicago

University of Chicago

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



About the Department

The Department of Obstetrics and Gynecology has 140 clinical providers, providing care at the main hospital in Hyde Park and eight offsite 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.

Job Summary

We are looking for a highly motivated individual who will provide administrative support to a group of providers in a team setting. This role will require the individual to work well under time sensitive deadlines, to exhibit good communication skills, and to be well organized. They will be responsible for the administrative day to day functions of the section.

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.


  • 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.

  • Will triage patient calls and direct them to the appropriate personnel.

  • Maintains off-site surgical data including obtaining the necessary HIM to bill and document.

  • 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.

  • Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

  • Prepare 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 the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.

  • Performs other related work as needed.

Minimum Qualifications


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

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.



Preferred Qualifications


  • 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.

Preferred Competencies

  • Organization.

  • Problem-solving.

  • Collaboration and Independence.

  • Attention to detail.

  • Communication.

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


Pay Frequency


Scheduled Weekly Hours


Benefits Eligible


Drug Test Required


Health Screen Required


Motor Vehicle Record Inquiry Required


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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