Program Assistant

Hiring Department: Transplant Nephrology Team

Location: Chicago, IL USA

Requisition ID: 1021806

Posting Close Date: 11/17/2023

About UI Health

The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois at Chicago (UIC), UI Health comprises a clinical enterprise that includes a 495-bed tertiary care hospital, 22 outpatient clinics, and 13 Mile Square Health Center facilities, which are Federally Qualified Health Centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity.

Position Summary

The Transplant Nephrology Program Assistant performs a wide variety of professional support duties which require the use of independent judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. The employee takes initiative for task completion, uses critical thinking and discretion while functioning in this role. The Program Assistant oversees the planning of special projects, special events, presentations, and conferences.

Duties & Responsibilities

• Provides direct administrative support to the Transplant Program Director, Medical Director of Transplant Nephrology, and the other transplant nephrology attendings. This may require after hours support when requested.
• Maintains an accurate and up to date calendar for the transplant nephrologists and/or various members of the transplant leadership team, sends reminders for upcoming meetings, confirm, or cancel appointments when necessary and inform all parties involved of any changes.
• Manages transplant nephrology practice operations including, but not limited to: managing schedules, monitoring time and attendance for Medicare Cost Report, ordering supplies and managing inventory, ensuring compliance with regulatory standards (IDPH and TJC), and helping solve patient/provider issues.
• Identifies gaps and leads projects to implement solutions where necessary. Extract and analyze information from various databases including, but not limited to: Epic (Reports, Slicer Dicer, Business Objects) and Vizient CDB. Summarize information to help clinical, research, and academic stakeholders make informed decisions.
• Compiles and analyzes operational data to identify and improve organizational performance and efficiency for the transplant nephrologists. Collaborates with the SCB Transplant clinic director to assess financial data to improve reimbursement and decrease denials for the team.
• Coordinates departmental operational projects, creates power point presentations, arranges staff meetings, books conferences, and arranges travel arrangements. Takes meeting minutes and ensures action items are followed up upon.
• Serves as the program coordinator for Transplant Nephrology Fellowship. Maintains fellowships’ files and documents, takes lead on applications, tracks Fellow Match, on-boards new transplant fellows and process. Schedules interviews, participates in onboarding process and manages fellowship onboarding requirements.
• Maintains records of unit fiscal transactions involving a variety of accounts and provides advice regarding the appropriateness of requested expenditures. Processes expense reimbursements.
• Coordinates logistical arrangements relating to conferences, meetings and prepares necessary materials and travel for the transplant surgeons. Arranges travel and accommodations for speaking invitations, conferences, and meetings.
• Completes physician credentialing for the transplant nephrologist for UIC and other outside hospitals, applies for medical license and registration renewals, communicates all up-to-date documentation to each center’s medical staff services office to keep each physician’s appointment valid and effective.
• Interacts with patients, and other healthcare providers on patient/clinic related matters. Cross trained to assist the liver transplant program with administrative duties as needed.
• Collaborates with marketing department to assist with creation of publications for internal or external audiences.
• Keeps all transplant nephrologists CVs up to date.
• Arranges Academic/scholarly activity of the division which includes all Quarterly, Graft failure meetings, monthly QAPI and adverse event meetings.
• Cross trained to cover other basic transplant administrative support roles in the department.
• Perform other related duties and participate in special projects as assigned

Minimum Qualifications

• Knowledge of general office practices and procedures
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
• Skill in oral and written communication
• Ability to work effectively with staff, the public, and outside constituency groups
• Ability to organize and multi-task
• Ability to supervise and knowledge of administrative concepts and methods.
• Ability to utilize various computer software packages
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems

This position requires Illinois residency within 180 days of the hire date

Fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification, and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts, and diplomas within the document section of your online application.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e., resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If an application is not fully completed and submitted by the close date, the applicant/employee will not be considered for this position.

For fullest consideration, the above-mentioned requirements must be submitted no later than 11/17/2023.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application, you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation