Administrative Specialist II

Administrative Support Specialist

We are looking for a highly motivated individual who will provide administrative support to a group of providers in a team setting. This role will require the individual to work well under time sensitive deadlines, to exhibit good communication skills, and to be well organized. They will be responsible for the administrative day to day functions of the section. 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

• Provides comprehensive administrative support to section leadership.
• Maintains awareness of priorities and ongoing initiatives, proactively apprising leadership of emerging issues and coordinating information flow from the leader's office.
• Manages and maintains faculty and section calendars, including the MFM faculty calendar, leader calendar, service calendar within provider software, and faculty call schedules.
• Coordinates diverse and complex meetings, interviews, travel arrangements, and section events.
• Partners with the MFM Fellowship Site Director to coordinate fellowship meetings, recruitment interviews, and related activities.
• Supports faculty recruitment processes and other personnel matters.
• Manages continuing medical education courses, including preparation and submission of CME applications, development of course materials in collaboration with faculty, and full coordination of event logistics.
• Oversees major events, orientations, outreach initiatives, and special section functions.
• Manages special projects as assigned, preparing written recommendations and operational analyses to address administrative challenges and improve processes.
• Assists in developing administrative goals, office procedures, and internal policies to enhance efficiency and effectiveness.
• Oversees financial and budgetary responsibilities, including monitoring and reconciling accounts, managing a portion of the leader's budget, tracking receivables, processing bills and reimbursements, and preparing financial and administrative reports.
• Monitors faculty expense accounts and advises on spending trends.
• Maintains off site surgical data, ensuring appropriate documentation and coordination with HIM for billing purposes.
• Manages referral physician follow up and maintains internal, national, and international databases.
• Serves as a resource to faculty and staff in interpreting Department, University, and Hospital policies and guidelines.
• Resolves a wide range of office issues independently, escalating only the most complex matters.
• Triages patient calls, emails, and telephone inquiries, resolving routine and moderately complex issues and directing matters appropriately.
• Composes and edits correspondence, reports, and other written materials under own signature or for leadership signature.
• Oversees physical office operations, including monitoring supplies, maintaining workspace functionality, and coordinating equipment repairs and upgrades.
• Assists in managing daily office operations to ensure continuity and service excellence.
• Performs other related responsibilities as required to support section and organizational objectives.
• 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.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in a related field strongly preferred.

Experience:

• Previous administrative experience.
• Familiarity with central administration within a complex research university environment.
• Previous experience in the OB/GYN or Cancer field.
• Experience in taking initiative and organizing and completing projects with minimal supervision.
• Experience at negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
• Experience in handling sensitive and confidential situations and information with absolute discretion.
• Previous Electronic Medical Record (EMR) experience.
• Experience with EPIC and Qgenda computer programs.
• Experience with handling a large volume of work often restricted by deadlines.

Preferred Competencies

• Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.
• Ability to effectively communicate with faculty, graduate students and various administrative offices at all levels in the University.
• Excellent organizational skills.
• Attention to detail.
• Ability to meet deadlines.
• Ability to maintain confidentiality.
• Ability to resolves problems.
• Ability to work independently and as part of a team.

Working Conditions

• Office Environment.

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

Scheduled Weekly Hours

40

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$24.04 - $31.25

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

Job seekers in need of a reasonable accommodation to complete the application process should call View phone number on click.appcast.io or submit a request via Applicant Inquiry Form.

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.

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