Business Administrator

Department
 

BSD OVS - Administration

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, oculoplastic 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 performs a range of professional activities for clinical programs related to teaching, medical research, and clinical care. Facilitates research initiatives of the faculty and staff.
The Business Administrator will provide a range of professional activities for the Department of Opthalmology related to clinical operations, coordinating office functions, conducting training for faculty & residents, and serving as support to physicians.

Responsibilities

• Adapt workflows to accommodate needs, priorities, and faculty and leadership expectations.

• Assist in planning and coordinating continuing medical education conferences, employee engagement activities, holiday party, lunch and learns etc.

• Coordinates both the new resident match interview sessions with faculty as well as the retina fellowship match interview sessions (either/both on-line or in person interviews).

• Coordinates office functions, including developing and implementing office procedures and policies. Serves as a resource to faculty and colleagues in interpreting Department, University, and Hospital policies and guidelines.

• Independently executes training courses. Works with faculty prior to the course to prepare course materials, coordinates all event planning details for the courses, works with legal on required contracts, and invoices companies after the courses are completed.

• Maintains and updates website content and departmental social media accounts. Prepares quarterly alumni newsletters. Assists the leader in preparing department annual report.

• Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of department personnel and advises faculty of problem spending patterns.

• Manages other personnel matters, including the faculty recruitment process.

• Manages special projects, functions, and events related to the Department including but not limited to the Department’s annual AAO event, RAP, new resident welcome event, etc.

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

• Prepares monthly on-call schedule for the department.

• 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.

• Provides back-up support to the Executive Assistant and other high-level administrative duties in support of Department functions.

• 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 financial and monthly reports.

• Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.

• Responsible for day-to-day operations of The Department of Ophthalmology and Visual Science, which include: maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, organizing paperwork for physician clinics etc.

• Serves as a liaison to the University and hospital community regarding administrative issues such as finances, personnel, and communications.

• Professionally supports the clinical department management. Implements plans for clinical educational programs and initiatives.

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

• Assists faculty in the pursuit of grants and awards. Conducts special studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.

• 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 2-5 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 a related field.

Experience:

• Experience working in healthcare.

• Experience providing clinical operational support.

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.

• Ability to 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 required; experience at negotiating in order to accomplish goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.

• Ability to work independently in an organized manner prioritizing the work of multiple projects.

• Ability to manage a large volume of work often restricted by deadlines.

• Ability to use appropriate resources to resolve an issue.

• Ability to follow an issue through to resolution.

• Excellent interpersonal and customer service skills.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

Working Conditions

• Ability to sit for extended period of time.

• Ability to use computer for extended period of time.

Application Documents

• Resume (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
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
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.