Operations Manager

Department
BSD MED - Endocrinology - Administrative Support

About the Department
The Section of Endocrinology, Diabetes, and Metabolism's mission is to provide patients with the personalized, high-quality care they need and expect. We continually push the boundaries of treatment and discovery to develop individualized care plans that address each patient's unique needs.

Our combination of adult and pediatric subspecialists positions us at the forefront of the diagnosis, treatment, and research of endocrine disorders across the lifespan. Many endocrine conditions begin in childhood and require thoughtful, coordinated care as patients transition into adulthood. Our integrated expertise allows us to provide comprehensive care throughout every stage of life.

Teaching, research, and excellence in clinical care are the cornerstones of our Section. Our highly regarded fellowship programs have a longstanding history of developing the next generation of leaders in endocrinology and healthcare. Through our commitment to innovation, education, and patient-centered care, we continue to advance in the field and improve outcomes for the patients and the community we serve.

Job Summary
The Operations Manager provides comprehensive administrative and business support to a clinical section, partnering closely with faculty, providers, and administrative leadership. This role supports the daily operations of clinical and academic programs by assisting with compliance initiatives, provider scheduling, and a wide range of administrative functions that ensure smooth and efficient operations. This role serves as a key point of coordination between the section and internal University departments, helping to facilitate communication, resolve routine operational issues, and support compliance with established processes. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced clinical environment while providing reliable support to leadership and a large group of providers.

Responsibilities

• Assist in administration, collection, and collation of confidential evaluations of staff and faculty.
• Assist with negotiating agreements, preparing strategic plans, and other activities associated with the section's programs.

• Collaborate with leadership, analysts, and other team members as needed to assist in providing quality information to decision-makers in flexible, user-friendly, visual formats.

• Coordinates meetings, travel, events, and complex appointments, and supports the flow of information and communications for leadership offices.

• Ensure compliance of office staff with relevant offices, University and other policies and guidelines.

• Independently resolves routine and moderately complex administrative and operational issues, consulting with leadership on higher-level or sensitive matters.

• Maintains multiple operational databases that support clinical and sectional functions.

• Manages provider scheduling functions, including maintaining on-call schedules and provider service calendars, ensuring accuracy and timely updates within scheduling systems.

• Monitors and assists in the academic appointment process and onboarding for new faculty and staff and assist in transitions and other section, staff and faculty needs.

• Oversee clinical provider compliance with medical staff office regulations and requirements.

• Provides administrative support for a large group of clinical providers, including correspondence, document preparation, database maintenance, and coordination of day-to-day office and clinical operations.

• Provides comprehensive administrative and business support to clinical and research faculty, providers, and sectional leadership.

• Respond to all facility problems such as furniture ordering and repairs, telecommunication requests, plant department requests, environmental issues, and all emergencies such as power outages, floods, etc.

• Responsible for training office staff on office procedures and compliance protocols.

• Serves as a primary administrative liaison between the section and internal University departments to facilitate communication and resolve routine operational issues.

• Supervise administrative team and support programmatic and executive support staff.

• Supports special projects and initiatives as assigned, prepares summaries and reports, and assists with operational reviews and process improvements under the direction of leadership.

• Work closely with leadership in executing recruitment, onboarding, and hiring of new faculty and staff.
• Monitors finances for the clinical section. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
• Professionally supports the clinical department management. Implements plans for clinical educational programs and initiatives.
• Performs other related work as needed.

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.

Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Experience working within an academic medical center or complex research university environment, including exposure to central administrative processes.
• Experience using standard office applications, including Microsoft Office and Outlook.
• Experience with financial and administrative systems such as eLedgers, GEMS, Buysite, and ePayments.
• Experience using Electronic Medical Record systems, including EPIC.
• Experience with provider scheduling systems such as QGenda.

Preferred Competencies

• Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced clinical environment.

• Working knowledge of financial tracking, budget monitoring, and administrative systems used in clinical or academic settings.

• Attention to detail and accuracy in processing financial, scheduling, and administrative information.

• Ability to exercise sound judgment and discretion when handling sensitive and confidential information.

• Effective written and verbal communication skills, including the ability to coordinate information across departments.

• Problem-solving skills with the ability to independently resolve routine and moderately complex administrative issues.

• Adaptability and flexibility when supporting changing priorities, schedules, and operational needs.

• Collaborative approach to working with faculty, providers, leadership, and central administrative partners.

Working Conditions

• Work is primarily performed in an office and clinical environment within an academic medical center.
• Regular use of a computer and standard office equipment is required.

• Occasional flexibility in work hours may be needed to meet operational and scheduling needs.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

Drug Test Required
No

Health Screen Required
No

Motor Vehicle Record Inquiry Required
No

Pay Rate Type
Salary

FLSA Status
Exempt

Pay Range
$65,000.00 - $85,000.00
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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