Project Assistant III

Department ​
 
BSD PED - Cardiology - Administration

About the Department

​

In the Department of Pediatrics at the University of Chicago, we strive to provide the highest level of complex care for children from diagnosis and treatment to conducting research to find promising new therapies with a focus on teaching. We are committed to advancing the frontiers of knowledge, and the education and training of future clinical pediatricians, subspecialists, educators, clinical investigators, and physician-scientists. The Department of Pediatrics is a dynamic, stimulating place to work, and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.
The pediatric cardiology team at the University of Chicago Medicine Comer Children's Hospital brings patients the latest in heart research and treatments while delivering personalized, compassionate care to each family. We offer comprehensive services from diagnosis of prenatal conditions to treatment for adults with congenital heart disease.

Job Information ​
 

Job Summary:

The Project Assistant III provides clerical support for the academic, clinical and administrative operations of one or more sections. Supports a wide variety of clerical functions for faculty, fellows, nurses, staff, research assistants, and trainees.  

Our department follows a hybrid work structure that fosters productivity, collaboration, and employee well-being. Working from the office is encouraged for tasks that require a high degree of collaboration.

Responsibilities:  

• Maintain supply inventory and order supplies through Buysite. 

• Arrange meetings, events and/or conferences for faculty and staff, including arranging for any audio-visual needs and/or placing or receiving orders for food and delivery. 

• Schedule conference rooms; may include reservation management of one or more conference rooms. 

• Provide calendar management support for faculty, as needed, or requested. 

• Answer section phone and triage calls to appropriate faculty, staff, and/or trainee. 

• Maintain online directories, paging list, phone lists, and section email listserv. 

• Responsible for photocopying, faxing, and filing. 

• Process reimbursements through GEMS and e-Payment systems, as requested. 

• Manage sorting and distribution of mail and FedEx packages; includes coordination of external mailings such as creating departing faculty notification letters and sending letters to referring physicians. 

• Assist with fellowship, faculty and/or staff recruitment activities; includes but is not limited to creating interview itineraries, escorting individuals while on campus, coordinating travel arrangements, etc. May occasionally provide faculty with assistance in gathering documentation for recruitment activities. 

• Assist with escorting visitors to meetings. 

• Assist in onboarding process for new faculty, staff, and trainees, including technology set up for phone, computer, and correspondence with IT Services. 

• Assist with Medical Staff Office credentialing and re-credentialing process for faculty, other academic personnel, and APNs. 

• Responsible for submitting facility work order requests, including maintenance of photocopier, fax machine, equipment repairs and upgrades. 

• Submit System Access Request Forms (SARFs) for Epic and other technology access needs for faculty, staff, and trainees. 

• Complete 3rd next available reports monthly for section providers. 

• Assist with maintenance of CME and other relevant documentation for the section. 

• Initiate prior authorizations for sections as needed. 

• Request medical records as needed. 

• Request updates to data dictionaries from the Epic team to ensure up-to-date referring physician contact information. 

• Submit extra service payments for trainees. 

• Performs other related work as needed. 

 

Competencies:  

• Ability to successfully handle multiple competing tasks in a competent and professional manner while meeting deadlines. 

• Ability to prioritize work to meet needs of faculty, staff and administration. 

• Ability to proactively anticipate physician needs and resolve problems. 

• High level of initiative, strong editing skills and superb organizational abilities. 

• Ability to provide excellent customer service. 

• Ability to work effectively with supervision and as part of a team, individually, or while taking direction from others. 

• Ability to maintain confidentiality and discretion at all times. 

• Ability to learn new methods to improve the position and to effectively incorporate them into the job. 

• Attention to detail. 

• Collaborative approach to meet needs of section(s). 

• Ability to identify and resolve problems, with input from management, as appropriate. 

• Ability to adjust to changing priorities. 

• Ability to solve problems effectively, and to escalate when warranted. 

• Polite, professional, and helpful demeanor both in person and on the phone. 

• Ability to respond diplomatically to highly stressful, unexpected, and nuanced situations. 

Additional Requirements ​​
 

Education, Experience, or Certifications: 

Education:  

• High School Diploma or equivalent required. 

• Bachelor's degree strongly preferred. 

Experience:  

• Three (3) years of office experience required. 

• Hospital or academic medical center experience strongly preferred. 

Technical Knowledge or Skills:  

• Strong verbal and written communication skills required. 

• Proficiency in Microsoft Word, Excel and Adobe required. 

• Knowledge of EPIC, GEMS, BuySite, e-Payment, and MedHub preferred. 

 

Working Conditions and Physical Requirements:  

• Eligible for hybrid work based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration. 

• Office Setting.

Pay Range:  

• $21.06 - $30.83 per hour

 

Required Documents:  

• Resume 

• Cover Letter 

• Professional Reference Contact Information: three (3) references required, two (2) must be a current or former manager.

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility ​
 
Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

No

Pay Frequency ​
 
Hourly

Pay Range
 
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours ​
 
40

Union ​
 
024- Local 743, I.B.T. Clerical

Job is Exempt
 
No

Drug Test Required
 
Yes

Motor Vehicle Record Inquiry Required
 
No

Health Screen Required
Yes

Posting Date ​
 
2024-03-26

Remove from Posting On or Before ​
 
2024-09-26

Posting Statement: ​​
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

 

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.