What are the responsibilities and job description for the Temporary Program Administrator position at The University of Chicago?
Department
BSD OBG - Family PlanningAbout the Department
Job Information
Job Summary:
The Temporary Program Administrator provides comprehensive administrative and operational support to the Complex Family Planning (CFP) Program within the Department of Obstetrics and Gynecology. This role coordinates patient referrals, facilitates communication among multidisciplinary teams, and ensures seamless delivery of care for patients across various clinical settings. The Temporary Program Administrator also contributes to program reporting, financial verification, and quality assurance activities to support departmental goals and regulatory compliance.
Responsibilities:
- Manage incoming referrals to the UCM Complex Family Planning program, including Early Pregnancy Loss (EPL) first-trimester, and second-trimester cases.
- Create and maintain accurate patient charts, ensuring complete demographic and insurance information.
- Request and obtain medical records through fax or CareEverywhere.
- Schedule patient appointments appropriately across clinical sites.
- Consult with CFP providers regarding care plans for complex cases; coordinate and participate in standing meetings (weekly or biweekly) as well as ad-hoc discussions.
- Communicate and coordinate with additional UCM services, such as Ultrasound, APMC, and Cardiology, to ensure timely patient access and continuity of care.
- Collaborate with CFP physicians, physician assistants, fellows, DCAM nursing staff, and medical assistants to address patient needs and ensure effective clinic operations.
- Organize and disseminate patient information, including appointment and payment details, to relevant DCAM staff.
- Serve as the primary point of contact for the PEP Program, coordinating scheduling for outside patients requiring formal ultrasound and liaising with Ultrasound and Maternal Fetal Medicine staff.
- Prepare and submit quarterly Termination of Pregnancy (TOP) reports to the State of Illinois in accordance with regulatory requirements.
- Submit referrals for private insurance verification and confirm Medicaid eligibility through OneSource.
- Facilitate external support requests for self-pay patients (and communicate available payment options prior to scheduled visits.
- Apply a thorough understanding of program operations to administer the delivery of services to patients and program participants.
- Establish and communicate program priorities and performance standards; conduct periodic quality assurance reviews and recommend process improvements.
- Assist in the analysis and monitoring of program budgets; provide data or recommendations to support fiscal decision-making.
- Maintain consistent communication with faculty, researchers, and departmental staff to support committee work, information sharing, and collaborative initiatives.
- Perform other related duties as assigned.
Competencies:
- Program Coordination: Manages patient referrals, scheduling, and cross-departmental communication to ensure smooth and timely care delivery.
- Attention to Detail: Maintains accurate patient, insurance, and program records while adhering to clinical and regulatory standards.
- Communication and Collaboration: Builds effective working relationships with providers, staff, and patients through clear and professional communication.
- Patient-Centered Service: Demonstrates empathy and professionalism when assisting patients with scheduling, financial options, and care coordination.
- Regulatory and Compliance Awareness: Ensures all reporting, confidentiality, and documentation meet institutional and state requirements.
- Financial and Insurance Acumen: Verifies insurance coverage, supports financial assistance requests, and communicates payment options proactively.
- Quality and Process Improvement: Identifies workflow gaps, supports quality assurance reviews, and recommends improvements to enhance efficiency.
- Organizational and Analytical Skills: Prioritizes multiple responsibilities, manages data accurately, and supports informed decision-making.
- Adaptability: Responds effectively to changing priorities and demonstrates flexibility in a dynamic clinical environment.
Additional Responsibilities
Education, Experience, or Certifications:
Education:
- High School Diploma required.
- Bachelor’s degree in a related field preferred.
Experience:
- At least two years of professional work experience required.
Working Conditions and Physical Requirements:
- Standard office and clinical environment within the Department of Obstetrics and Gynecology.
- Frequent computer and phone use for scheduling, documentation, and communication.
- Regular interaction with patients, providers, and administrative staff in a fast-paced setting.
- Occasional need to manage sensitive or emotionally charged patient situations with professionalism and discretion.
- Typical work hours during the business day; may require limited flexibility to meet program needs.
Required Documents:
- Resume
- Cover Letter
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Scheduled Weekly Hours
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Frequency
HourlyPay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Posting Statement
The University of Chicago is an equal employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.
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.
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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