Department BSD SUR - Core Operations

About the Department Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale. Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department's clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance. This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Summary Under general direction of the Executive Administrator and Associate Director of Human Resources, the Sr. Operations Coordinator provides professional support to clinical department management in the Department of Surgery. Major responsibilities include coordinating the Medical Staffing Office credentialing process and performing complex and diverse duties in support of the day-to-day operations of Surgery Administration.

Responsibilities

Medical Staffing Office

• Coordinates the Medical Staffing Office credentialing process for the Department of Surgery.

• Serves as a liaison and single point of contact between the Medical Staffing Office and Department of Surgery Section Administrators.

• Conducts training on the Medical Staffing Office credentialing process and provides quality assurance for all credentialing and re-credentialing applications for Advanced Practice Providers and Physicians.

• Manages re-certification process and ensures compliance for all faculty.

• Serves as a resource to faculty and colleagues in interpreting Department, University, and Hospital policies and guidelines.

Marketing and Communication

• Works with marketing to design digital monitor slides for various events.

• Composes and gathers materials for the Surgery Annual Report, edits, and manages printing and distribution.

• Takes photos during events and of new hires, directs any photo needs to UChicago Creative or UCM Marketing.

• Submits new faculty announcements and other communication as directed by Surgery leadership.

• Updates intranet with new faculty and staff hires.

• Maintains relevant resource documents and standard operating procedures.

• Composes and edits correspondence and other documents.

Office Management

• Coordinates office functions, including developing and implementing office procedures and policies.

• Independently determines the appropriate course of action and provides follow-up on matters until they are completed.

• Receives, processes, and tracks all bills and expense reimbursements.

• Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to credentialing, financial, compliance, and monthly reports.

• Monitors and orders office supplies.

• Oversees and maintains the physical office space, ordering equipment repairs and upgrades.

• Selects vendors and uses signature and purchasing authorization.

• May work with legal on required contracts.

Administrative Support and Special Projects

• Provides administrative support to the Executive Administrator and Vice Chair of Academic Affairs.

• Manages special projects, functions, and events related to Surgery Administration and the Vice Chair of Academic Affairs, including, but not limited to, directory management, faculty recruitment, and DEI Steering Committee participation.

• Serves as back-up to the Executive Assistant for the Department Chair.

Other

• Provides professional support to clinical department management. Implements plans for clinical educational programs and initiatives.

• Assists monitoring finances for the clinical section. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.

• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.

• May act as a liaison between the section and other University departments.

• 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 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 business or related field.

Preferred Competencies

• Familiarity with central administration within a complex research university environment. 

• Excellent oral and written communication skills. 

• Excellent interpersonal and customer service skills. 

• Handle sensitive and confidential situations and information with absolute discretion. 

• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines. 

• Excellent problem-solving skills. 

• Use appropriate resources to resolve an issue. 

• Follow an issue through to resolution. 

• Considerable skill in working both independently and as a team member. 

Application Documents

• Resume (required)

• Cover Letter (required)

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 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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