Operations Coordinator
The University of Chicago

Department

BSD MED - Chairman's Office

About the Department

Our department was the first department created when the medical school began over 110 years ago. It has evolved into the largest department not only in the medical school with over 300 full time faculty and research faculty but is the largest department in the University. The main missions of the Department of Medicine, scholarship, discovery, education and outstanding patient care, occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the Department. We believe you will quickly agree that the DOM's faculty, fellows and trainees very much represent the forefront of academic medicine - extraordinary people doing things to support the missions of our department. The result is a Department which reaches far beyond the walls of our medical school to improve humanity and health throughout our community and the world providing high quality patient care and training of the next generation of leaders in medicine. The Department of Medicine has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the Department of Medicine is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers are renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices. The educational mission of the Department of Medicine is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and twelve fellowship programs, including seven federally funded training grants. Our residents obtain their 1st choice of fellowship programs over 80% of the time with these positions usually obtained in the very best academic programs nationwide, a fact clearly reflecting the high esteem in which our program and house staff is held. Diversity of house staff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve. Our trainees and faculty are recruited from top medical schools in the country. The Department of Medicine also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department's clinical excellence is continually recognized by the highly regarded US News and World Report. Each of the Department's subspecialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings.

Job Summary

Reporting to the Chief of Staff, the Operations Coordinator will provide specialized business support for the Department of Medicine including administrative support for the Chairman's Office and Finance team.

Responsibilities

• Assist in managing daily operations of the office, including personnel and environmental needs and projects.
  
• Serve as a backup to the Executive Assistant to the Chairman.
  
• Coordinate special projects as directed by leadership.
  
• Assist Department of Medicine Finance with routine day to day workflow.
  
• Perform ad hoc financial analysis.
  
• Perform financial and accounting projects and present summary to leadership.
  
• Triage emails and telephone calls for action. May initiate correspondence and other written materials under own signature or for signature of the leader. Resolves a combination of some routine and complex inquiries.
  
• Assists in the management of the Department of Medicine's website.
  
• 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).
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 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 within an Academic Medical Center/University setting.
  
• General finance experience.
  

Preferred Competencies

• Familiarity with general business practices.
  
• Commitment to providing a high level of service and working in a team environment.
  
• High degree of professionalism.
  
• Attention to detail.
  
• Ability to handle confidential information with utmost discretion.
  
• Excellent interpersonal, verbal, and written communication skills.
  
• Ability to handle multiple tasks simultaneously and under tight deadlines.
  
• Strong analytical and organizational skills.
  
• Familiarity with basic data organization and analysis.
  
• Some experience with quality improvement practices.
  

Application Documents

• Resume (required)
  
• Cover Letter (required)
  

When applying, the document(s) MUSTbe 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

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

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.

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