Administrative Specialist

Updated: about 2 months ago
Location: Chicago, ILLINOIS
Job Type: FullTime

Department
 

BSD OVS - Executive Administrator


About the Department
 

The Department of Ophthalmology and Visual Science at the University of Chicago provides a wide range of medical and surgical treatments for ocular disorders involving infants, children, and adults. Our faculty offers a full range of ophthalmic services including comprehensive ophthalmic care, refraction and contact lens fitting, pediatric ophthalmology and adult strabismus, cornea, cataract and external diseases, glaucoma, neuro-ophthalmology, oculoplastics and orbital surgery, uveitis, vitreoretinal diseases and surgery, and ocular oncology. We have a fully accredited residency training program and offer a two-year vitreoretinal surgery fellowship.


Job Summary
 

The job provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

  • Performs high-level administrative duties in support of office functions.
  • Provides administrative support to physicians, which includes but is not limited to, calendar management; screening patient calls and requests; coordinating compliance, professional practice evaluations, and credentialing efforts; booking conference rooms and assembling necessary paperwork; and other general administrative support responsibilities.
  • Responsible for day-to-day operations, which includes: maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, organizing paperwork for physician clinics etc.
  • Responsible for scheduling off-site surgery, obtaining insurance authorization, and performing billing reconciliation.
  • Prepares monthly on-call schedule for the department.
  • Oversees and maintains the physical office space, ordering equipment, repairs and upgrades.
  • Maintains and updates website content and departmental social media accounts. Prepares quarterly alumni newsletters. Assists the leader in preparing department annual report.
  • Prepares special reports and summaries. Prepares financial and/or administrative reports.
  • Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of department personnel.
  • Assists in planning and coordinating continuing medical education conferences, employee engagement activities, holiday party, lunch and learns etc.
  • Manages special projects or functions related to the business of the organizational unit.
  • Adapts workflows to accommodate needs, priorities, and faculty and leadership expectations.
  • Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
  • Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
  • Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
  • Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
  • Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

---
Work Experience:

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

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor's degree in business/healthcare/administration.

Experience:

  • Background in healthcare or at an academic medical center.
  • Working knowlege with EPIC and QGenda computer programs.

Preferred Competencies

  • High level of attention to detail.
  • Excellent problem-solving skills.
  • Strong written and presentation skills.
  • Considerable skill in working both independently and as a team member.
  • Take initiative and organize and complete projects with minimal supervision.
  • Computer knowledge sufficient to use many diverse administrative computer applications.
  • Knowledge of word processing, graphics, data management and spreadsheet software.
  • Extensive project management skills; experience at negotiating in order to accomplish goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
  • Work independently in an organized manner prioritizing the work of multiple projects.
  • Manage a large volume of work often restricted by deadlines.
  • Use appropriate resources to resolve an issue.
  • Follow an issue through to resolution.
  • Excellent interpersonal and customer service skills.
  • Handle sensitive and confidential situations and information with absolute discretion.

Application Documents

  • Resume/CV (required)
  • Cover Letter (preferred)


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
 

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
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.



Department
 

BSD OVS - Executive Administrator


About the Department
 

The Department of Ophthalmology and Visual Science at the University of Chicago provides a wide range of medical and surgical treatments for ocular disorders involving infants, children, and adults. Our faculty offers a full range of ophthalmic services including comprehensive ophthalmic care, refraction and contact lens fitting, pediatric ophthalmology and adult strabismus, cornea, cataract and external diseases, glaucoma, neuro-ophthalmology, oculoplastics and orbital surgery, uveitis, vitreoretinal diseases and surgery, and ocular oncology. We have a fully accredited residency training program and offer a two-year vitreoretinal surgery fellowship.


Job Summary
 

The job provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

  • Performs high-level administrative duties in support of office functions.
  • Provides administrative support to physicians, which includes but is not limited to, calendar management; screening patient calls and requests; coordinating compliance, professional practice evaluations, and credentialing efforts; booking conference rooms and assembling necessary paperwork; and other general administrative support responsibilities.
  • Responsible for day-to-day operations, which includes: maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, organizing paperwork for physician clinics etc.
  • Responsible for scheduling off-site surgery, obtaining insurance authorization, and performing billing reconciliation.
  • Prepares monthly on-call schedule for the department.
  • Oversees and maintains the physical office space, ordering equipment, repairs and upgrades.
  • Maintains and updates website content and departmental social media accounts. Prepares quarterly alumni newsletters. Assists the leader in preparing department annual report.
  • Prepares special reports and summaries. Prepares financial and/or administrative reports.
  • Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of department personnel.
  • Assists in planning and coordinating continuing medical education conferences, employee engagement activities, holiday party, lunch and learns etc.
  • Manages special projects or functions related to the business of the organizational unit.
  • Adapts workflows to accommodate needs, priorities, and faculty and leadership expectations.
  • Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
  • Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
  • Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
  • Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
  • Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
  • Performs other related work as needed.


Minimum Qualifications
 

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

---
Work Experience:

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

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor's degree in business/healthcare/administration.

Experience:

  • Background in healthcare or at an academic medical center.
  • Working knowlege with EPIC and QGenda computer programs.

Preferred Competencies

  • High level of attention to detail.
  • Excellent problem-solving skills.
  • Strong written and presentation skills.
  • Considerable skill in working both independently and as a team member.
  • Take initiative and organize and complete projects with minimal supervision.
  • Computer knowledge sufficient to use many diverse administrative computer applications.
  • Knowledge of word processing, graphics, data management and spreadsheet software.
  • Extensive project management skills; experience at negotiating in order to accomplish goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
  • Work independently in an organized manner prioritizing the work of multiple projects.
  • Manage a large volume of work often restricted by deadlines.
  • Use appropriate resources to resolve an issue.
  • Follow an issue through to resolution.
  • Excellent interpersonal and customer service skills.
  • Handle sensitive and confidential situations and information with absolute discretion.

Application Documents

  • Resume/CV (required)
  • Cover Letter (preferred)


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
 

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
 

Applicant Inquiry Form. <span>Applicant Inquiry Form</span> The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.


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