Web Conference and Outreach Coordinator

Department
 

BSD MED - Section Administrator: Gastroenterology - Administrative Staff

About the Department
 

The Section of Gastroenterology, Hepatology at The University of Chicago is consistently ranked among the best specialty nationally by U.S News and World Report. With nearly 30 specialists on staff, our program plays a leading role in the understanding of digestive diseases and in developing innovative and successful treatments for patients. Since forming the nation’s first full-time department of gastroenterology in 1927, our physicians have continually improved treatments for digestive tract and related disorders by combining medical research, education, and patient care at the highest level.

Job Summary
 

The Web Conference and Outreach Coordinator serves as the public face of the Case Discussion Roundtable program, welcoming new participants (physicians) as well as keeping returning attendees informed of changes before the upcoming meeting. As the outreach coordinator, other tasks often include receiving and converting slides from faculty presenters/residents as well as external case presenters. He/she is responsible for ensuring that the technical requirements of the program are functional and running smoothly (via Zoom) and liaising as necessary with University of Chicago Medicine technical support. He/She is also responsible for registering each telehealth session with the Continuing Medical Education office to ensure that registered participants can receive credit for attending. He/She will need to be available 3:00-6:00 PM at least one afternoon a week. This job is currently remote.

Responsibilities

• Conference coordination (internal communication).
• Contacts presenters and those presenting cases in a timely way to ensure that all presentation materials are ready for each weekly conference.
• Prepares room and speaker’s notes with participant information. 
• Outreach to new and returning external participants (external communication).
• Accounts for building attendance at the conference (metric: number and locations of attendees).
• Coordinates Zoom conferencing system.
• Performs tech checks with new participants to ensure that they can access the teleconferencing program.
• Liaise in a timely way with University of Chicago Medicine resources to ensure that the system runs smoothly for the weekly teleconference.
• Oversees the day of technical needs of the conference (ensuring that the internet connection, cameras, computers, etc. are all working appropriately.)
• Registers sessions with continuing medical education office (online).
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• 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.
   

Technical Skills or Knowledge:

• Experience with Zoom web conferencing platform, project management, outreach, and MS suite.
• Proficiency with word processing applications and spreadsheets and databases.

Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contract with courtesy, clarity, and diplomacy.
• 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.
• Use appropriate resources to resolve an issue.
• Follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Take initiative and organize and complete projects with minimal supervision. ​

Application Documents

• Resume/CV (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
 

25

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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 MED - Section Administrator: Gastroenterology - Administrative Staff

About the Department
 

The Section of Gastroenterology, Hepatology at The University of Chicago is consistently ranked among the best specialty nationally by U.S News and World Report. With nearly 30 specialists on staff, our program plays a leading role in the understanding of digestive diseases and in developing innovative and successful treatments for patients. Since forming the nation’s first full-time department of gastroenterology in 1927, our physicians have continually improved treatments for digestive tract and related disorders by combining medical research, education, and patient care at the highest level.

Job Summary
 

The Web Conference and Outreach Coordinator serves as the public face of the Case Discussion Roundtable program, welcoming new participants (physicians) as well as keeping returning attendees informed of changes before the upcoming meeting. As the outreach coordinator, other tasks often include receiving and converting slides from faculty presenters/residents as well as external case presenters. He/she is responsible for ensuring that the technical requirements of the program are functional and running smoothly (via Zoom) and liaising as necessary with University of Chicago Medicine technical support. He/She is also responsible for registering each telehealth session with the Continuing Medical Education office to ensure that registered participants can receive credit for attending. He/She will need to be available 3:00-6:00 PM at least one afternoon a week. This job is currently remote.

Responsibilities

• Conference coordination (internal communication).
• Contacts presenters and those presenting cases in a timely way to ensure that all presentation materials are ready for each weekly conference.
• Prepares room and speaker’s notes with participant information. 
• Outreach to new and returning external participants (external communication).
• Accounts for building attendance at the conference (metric: number and locations of attendees).
• Coordinates Zoom conferencing system.
• Performs tech checks with new participants to ensure that they can access the teleconferencing program.
• Liaise in a timely way with University of Chicago Medicine resources to ensure that the system runs smoothly for the weekly teleconference.
• Oversees the day of technical needs of the conference (ensuring that the internet connection, cameras, computers, etc. are all working appropriately.)
• Registers sessions with continuing medical education office (online).
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• 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.
   

Technical Skills or Knowledge:

• Experience with Zoom web conferencing platform, project management, outreach, and MS suite.
• Proficiency with word processing applications and spreadsheets and databases.

Preferred Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle public contract with courtesy, clarity, and diplomacy.
• 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.
• Use appropriate resources to resolve an issue.
• Follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Take initiative and organize and complete projects with minimal supervision.
• Take initiative and organize and complete projects with minimal supervision. ​

Application Documents

• Resume/CV (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
 

25

Benefits Eligible
 

Yes

COVID-19 Vaccination or Approved Medical or Religious Exemption Required
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Effective October 15, 2021, the University of Chicago requires COVID vaccination for all students, faculty, and staff members. Individuals may claim exemption from the vaccine requirement for medical or religious reasons.
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.