Operations Coordinator

Department
 

BSD SUR - Section Administrator: Plastics and Reconstructive Surgery

About the Department
 

At UChicago Medicine, faculty and staff in the Section of Plastic and Reconstructive Surgery are dedicated to caring for patients suffering: covering the entire spectrum of plastic, reconstructive, and aesthetic surgery from breast reconstruction to craniomaxillofacial and microsurgery. Many faculty members are credited with pioneering several highly technical approaches in post-oncologic reconstructive surgery for cancer survivors, hand surgery, craniofacial surgery, and much more. Our plastic surgeons are also prepared to care for patients seeking cosmetic aesthetic surgery. They are committed to working with each patient to achieve the patient's desired outcome. In addition, investigators in plastic and reconstructive surgery conduct rigorous research, particularly in the area of tissue engineering and craniofacial/bone biology. Their work would have widespread implications for individuals with craniofacial defects, such as those caused by trauma or tumor surgery.

Job Summary
 

The Operations Coordinator provides professional support to clinical department management in the Section of Plastic and Reconstructive Surgery.

Responsibilities

• Performs high-level administrative duties in support of Section functions. Stays informed of activities relating to programs and initiatives, apprising the faculty of issues when deemed necessary.

• Independently coordinates the administrative needs of the Section and Faculty. Provides high-quality administrative support for the Chief and other faculty’s involvement with professional organizations and other administrative duties.

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

• 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.

• Manages the faculty recruitment process. 

• 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.

• Composes and edits correspondence, training materials, and Web content.

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

• Manages special projects, functions, and events related to the Section including visitor applications and orientations and various outreach events.

• Manages Resident Cosmetic Program.

• Independently plans and executes the American Burn Symposium.

• Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details.

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

• Assists the Section Administrator in setting up processes with Legal, Pharmacy and other related departments in the hospital. 

• Researches complex scientific information (i.e. Scholarly publications), submits budget applications, and creates learning objectives to include in the CME applications. 

• 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.

Experience:

• Experience in a healthcare or academic medical environment, including knowledge in areas of patient advocacy, medical terminology, access, and billing/collections.

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. 

• Ability to use appropriate resources to resolve an issue. 

• Ability to follow an issue through to resolution. 

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

• Ability to take initiative and organize and complete projects with minimal supervision. 

Application Documents

• Resume (required)

• Cover Letter (required)

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

Requires Compliance with University Covid-19 Vaccination Requirement
 

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.