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Operations Manager

University of Chicago

University of Chicago

Operations
Chicago, IL, USA
Posted on Wednesday, November 15, 2023

Department

BSD MED - Hospital Medicine - Administration


About the Department

Our section prides itself on its strong and integrated programs in clinical care, research, and education. The strength of our clinical programs is essential not only to our ability to provide excellent patient care, but to our ability to perform research that advances the frontiers of clinical practice and to train future generations of physicians in hospital medicine. Our research programs allow us to advance the scientific basis and clinical practice of hospital medicine and to train hospital medicine researchers who can carry this scientific mission into the future, often finding inspiration in the desire to solve clinical dilemmas we encounter in our own practices. Likewise, our training programs allow us to bring talented young persons into the relatively new field of hospital medicine, preparing them for productive and sustainable careers as clinicians, researchers, and educators.


Job Summary

The Operations Manager will manage the day-to day operation of the Section of Hospital Medicine. Collaborate closely with Section Administrator in providing operational support and executing quality improvement (QI) and analytic activities.

Responsibilities

  • Supervise secretarial/administrative staff.

  • Provides operational support for research, clinical, and educational missions and related projects.

  • Coordinate fiscal and budgetary affairs for University activities and handle personnel issues related to staff employees.

  • Assist with negotiating agreements, preparing strategic plans, and other activities associated with the Section's programs.

  • Oversee clinical provider compliance with medical staff office regulations and requirements.

  • Ensure compliance of office staff with relevant offices, University and other policies and guidelines.

  • Supervise administrative team and support programmatic and executive support staff.

  • Work closely with leadership in executing recruitment, onboarding, and hiring of new faculty and staff.

  • Monitor and assists in the academic appointment process and onboarding for new faculty and staff and assist in transitions and other section, staff and faculty needs.

  • Serve as a liaison with HR and other DOM offices and sections where requested.

  • Assist Section Chief and Administrator with operational and administrative needs as requested.

  • Ensure timely and compliant credentialing of existing clinical staff.

  • Assist in facilitation of Section committees and meetings: schedule meetings, collect reports, create agendas, send reminders and provide logistical support to aid in the coordination of section committee reports, capture minutes and other relevant documentation, and other responsibilities as needed.

  • Provide support for budget processes, effort reporting and tracking, and research operations.

  • In support of section needs, assist in procuring, preparing, and analyzing reports examining key operational and clinical metrics. Help to develop and prepare financial and activity reports.

  • Assist in administration, collection, collation of confidential evaluations of staff and faculty.

  • Generate and format ad hoc and recurring summary reports, including but not limited to indicators such as: performance measures, delays in billing/documentation, clinical productivity, clinical outcome reports – Length of Stay, readmissions, discharges, etc.

  • Collaborate with leadership, analysts, and other team members as needed to assist in providing quality information to decision-makers in flexible, user-friendly, visual formats.

  • Examine and apply information thoughtfully to help solve problems and improve and optimize processes.

  • Manage overall administrative team functions and proactively identified and executes opportunities for clarification and improvement of processes and projects.

  • Assist in space planning and adjustments.

  • Maintain the Hospital Medicine website and create materials for public-facing content, including recruitment and outreach.

  • Organize, staff, and support events including but not limited to conferences, retreats, job fairs, leadership meetings, holiday and social gatherings, and other events.

  • Respond to all facility problems such as furniture ordering and repairs, telecommunication requests, plant department requests, environmental issues, and all emergencies such as power outages, floods etc.

  • Coordinate construction projects, implement space assignments, and plan and respond to space needs.

  • Manage day-to-day facility issues and monitor overall environment.

  • Responsible for security/access to all sectional areas.

  • Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.

  • Researches and analyzes data to create reports, and may create other reports for grants and contracts.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

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

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Certifications:

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Preferred Qualifications


Education:

  • Bachelor's degree in health administration, public policy, business, accounting or related health/human services field.

Experience:

  • Previous administrative experience within an Academic Medical Center setting.

Preferred Competencies

  • Familiarity with general business practices.

  • Commitment to providing a high level of service and working in a team environment.

  • High degree of professionalism.

  • Attention to detail.

  • Ability to handle confidential information with utmost discretion.

  • Excellent interpersonal, verbal, and written communication skills.

  • Ability to handle multiple tasks simultaneously and under tight deadlines.

  • Strong analytical and organizational skills.

  • Familiarity with basic data organization and analysis.

  • Some experience with quality improvement practices.

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

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


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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