Project Assistant III
University of Chicago
DepartmentBSD PSY - Administrative Operations
About the Department
To honor our promise to always put our patients first and to be ever mindful of each patients dignity and individuality, we must also be at the forefront of transformative discovery and innovation in psychiatric care.
The Project Assistant III provides clerical support for the academic, clinical and administrative operations of one or more sections. Supports a wide variety of clerical functions for faculty, fellows, nurses, staff, research assistants, and trainees. Handles general office duties such as making copies, scanning, filing, typing general correspondence, sorting mail and faxes, maintaining office equipment and supplies, running errands, and answering the section telephone. Provides general assistance to visitors and guests, including guiding them to appropriate locations/offices. Responds to general inquiries and triages as appropriate. Assists in coordinating events, meetings, and calendar management for faculty. Responsible for submitting requests for payment of invoices, the purchase of goods and services, and the processing of reimbursements. Other duties as assigned.
Provide administrative support to section faculty and shared support of nurse practitioners and research staff including processing of expense reimbursements in GEMS, travel expense vouchers, disbursements in ePayments, faxing, filing, photocopying, mail, ordering supplies in Buysite, submission of facilities maintenance requests, file maintenance, phone triage.
Coordinate the administrative needs of faculty physicians. Coordination encompasses support of academic, clinical, and administrative needs of the faculty and staff.
Communicate regularly with patients, families, administrators, providers, and other internal and external stakeholders.
Create payment reports and other supporting documentation.
Assist with special projects.
Maintenance of equipment and space and management of the section's computing inventory including purchase of, tracking and filing of agreements, rotation of old equipment and ordering of accessories.
Perform project management and support for faculty and staff.
Create/maintain and update the Attending Schedule.
Provide backup administrative support to other section administrative personnel during times of absence.
Provide administrative support for all steps of recruitment, hiring and onboarding processes: outreach, communications, interview scheduling and coordination, support for onboarding and credentialing, and other needs as determined.
Update/maintain the calendars of the physicians.
Maintain organized filing systems, in electronic and paper systems.
Work with team to develop standardize procedures and communicate ideas and best practices.
Arrange and schedule meetings and special events.
Work closely with administrative leadership and team to optimize processes and share information.
Collaborate with internal and external stakeholders to ensure needs are met in an efficient and timely fashion.
Ensure that patient, physician and program expectations are met by assisting as requested.
Score disseminate information of standardized testing within unit.
Utilize Q-Global to generate online assessments and disseminate information to external resources (parents, guardians and teachers) and internally Faculty, Clinical Staff and trainees.
Create and maintain departmental meeting links via Zoom.
Colloquium organization including contacting speakers, meeting links, payment.
Other duties as assigned.
Ability to successfully handle multiple competing tasks in a competent and professional manner while meeting deadlines required.
Ability to prioritize work to meet needs of faculty, staff and administration required.
Ability to proactively anticipate physician needs and resolve problems required.
High level of initiative, strong editing skills and superb organizational abilities required.
Ability to provide excellent customer service required.
Ability to work effectively with supervision and as part of a team, individually, or while taking direction from others required.
Ability to maintain confidentiality and discretion at all times required.
Ability to learn new methods to improve the position and to effectively incorporate them into the job required.
Attention to detail required.
Collaborative approach to meet needs of section(s) required.
Ability to identify and resolve problems, with input from management, as appropriate, required.
Ability to adjust to changing priorities required.
Ability to solve problems effectively, and to escalate when warranted, required.
Polite, professional and helpful demeanor both in person and on the phone required.
Ability to respond diplomatically to highly stressful, unexpected and nuanced situations required.
Education, Experience, or Certifications:
High School Diploma or equivalent required.
Bachelor's degree strongly preferred.
Three (3) years of office experience required.
Hospital or academic medical center experience strongly preferred.
Technical Knowledge or Skills:
Strong verbal and written communication skills required.
Proficiency in Microsoft Word, Excel and Adobe required.
Knowledge of EPIC, GEMS, BuySite, ePayment, and Q-Global preferred.
Working Conditions and Physical Requirements:
$21.06 - $30.83
Professional Reference Contact Information: three (3) references, two (2) must be a current or former manager.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Requires Compliance with University Covid-19 Vaccination Requirement
Please refer to Additional Requirements to see the pay ranges
Scheduled Weekly Hours
024- Local 743, I.B.T. Clerical
Job is Exempt
Drug Test Required
Motor Vehicle Record Inquiry Required
Health Screen Required
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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.
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