Administrative Specialist II

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 33,117 - 43,050; Full time

Benefits offered by this job

Benefits eligible

Job summary

The Biological Sciences Division at the University of Chicago seeks a lead administrative specialist for the Department of Obstetrics and Gynecology. The successful candidate will provide high-level administrative support to over 30 providers, manage complex schedules, and contribute to strategic initiatives. Preferred qualifications include a bachelor’s degree and previous experience in an administrative role within a healthcare environment, particularly in OB/GYN. The position requires strong organizational skills, problem-solving abilities, and familiarity with electronic medical records systems. This is a full-time hourly position with benefits.

Qualifications

• 5-7 years of work experience in a related job discipline.
• Previous administrative experience strongly preferred.
• Familiarity with central administration in a complex research university environment.

Responsibilities

• Provides administrative support for over 30 providers with various duties.
• Composes and edits correspondence and documents.
• Coordinates logistics of major events and complex appointments.

Skills

Organization

Problem-solving

Communication

Attention to detail

Initiative

Education

Bachelor’s degree

Tools

Electronic Medical Records (EMR)

EPIC

QGenda

Job description

About The Department

BSD OBG - Generalists

The 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 a 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 provides 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

• Vocational training, apprenticeships or equivalent experience in a related field. Four-year degree is not typically required.

Work Experience

• 5-7 years of work experience in a related job discipline.

Preferred Qualifications

Education

• Bachelor’s 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 taking initiative and organizing and completing projects with minimal supervision.
• Experience in negotiating to accomplish required goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations strongly preferred.
• Previous Electronic Medical Record (EMR) experience strongly preferred.
• Experience with EPIC and QGenda computer programs strongly preferred.
• Experience 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)

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

Hourly

FLSA Status

Non-Exempt

Pay Range

$24.04 - $31.25

Benefits Eligible

Yes

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.