Administrative Specialist II

The University of Chicago; Chicago (IL); On-site; USD 33,000 - 43,000; Full time

Job summary

The University of Chicago Department of Obstetrics and Gynecology seeks a lead administrative specialist for the General OB/GYN section. The role requires strong organization and resilience under pressure, supporting onboarding, scheduling, and reimbursements for a large provider team.

Responsibilities include database and calendar management, event coordination, and preparing financial/administrative reports, while ensuring confidentiality and smooth operation across multiple sites.

Qualifications

• Education: Vocational training or equivalent experience.
• Bachelor’s degree strongly preferred.
• Experience in administrative roles within a clinical or university setting is advantageous.

Responsibilities

• Provide high-level administrative support for over 30 providers.
• Manage calendars, schedules, and travel arrangements.
• Coordinate onboarding and development of section strategy.
• Handle budgets, reimbursements, and financial reports.
• Triages inquiries and prepares special reports for leadership.

Skills

Administrative support

Communication skills

Organization

Problem-solving

Teamwork

Education

Vocational training or equivalent

Bachelor’s degree preferred

Tools

EMR (EPIC)

QGenda

Job description

DepartmentBSD OBG - Generalists

About the DepartmentThe Department of Obstetrics and Gynecology has 114 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 60,000 outpatient visits, 25,000 ultrasound visits, 2,800 deliveries, and 3,000 gynecological surgeries per year. Teaching, research and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health.

Job Summary

We are looking for highly motivated individual to act as a lead administrative specialist in the section of General OB/GYN. This individual needs to be highly organized and communicate well under pressure. They will be responsible for high-level responsibilities for a large number of providers. They will play a vital part in the physicians' onboarding process, development of section strategy, maintaining control of several complex schedules, and reimbursements. This position povides specialized business support for routine 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 administrative support for over 30 providers with a various range of administrative duties.
• Performs high-level administrative duties in support of office/clinical functions.
• Manages special project as assigned.
• Manages several databases vital to our Labor and Deliver Unit and General OB/GYN operations.
• Manages an on-call schedule for our physicians.
• Oversees the provider service calendar within our provider software by way of creating, monitoring, and editing the schedule when necessary.
• Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Monitors and reconciles accounts.
• Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel.
• Composes and edits correspondence and other documents.
• Coordinates logistics of major events; schedules diverse and complex appointments, meetings, and travel arrangements.
• 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:---

Preferred Qualifications

• Education:Bachelors degree strongly preferred.
• Experience:Previous administrative experience strongly preferred.
• Familiarity with central administration within a complex research university environment.
• Previous experience in the OB/GYN field strongly preferred.
• 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 strongly preferred.
• Experience in handling sensitive and confidential situations and information with absolute discretion.
• Previous Electronic Medical Record (EMR) experience strongly preferred.
• Experience with EPIC and QGenda computer programs strongly preferred.
• Experience with handling a large volume of work often restricted by deadlines.

Technical Skills or Knowledge

• Previous Electronic Medical Record (EMR) experience.
• Experience with EPIC and QGenda computer programs.

Preferred Competencies

• Organization.
• Problem-solving.
• Collaboration and Independence.
• Attention to detail.
• Communication.
• Take initiative, organizing and completing projects with minimal supervision.

Working Conditions

Office environment.

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 & ManagementRole ImpactIndividual ContributorScheduled Weekly Hours40Drug Test RequiredNoHealth Screen RequiredNoMotor Vehicle Record Inquiry RequiredNoPay Rate TypeHourlyFLSA StatusNon-ExemptPay Range$24.04 - $31.25The 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.

Pay Range

$24.04 - $31.25The 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

Benefits EligibleYesThe 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 773-702-5800 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. 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.