Operations Coordinator

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 36,000 - 46,000; Full time

Job summary

Biological Sciences Division at the University of Chicago seeks an Operations Coordinator to provide professional administrative support to pediatric department leadership and faculty. You will coordinate day-to-day operations, support research and teaching activities, and help produce financial and operational reports.

The role requires independent judgment, confidentiality, and proactive process improvement.

Qualifications

• Bachelor’s degree required.
• Experience in healthcare or academic medical environment preferred.
• Familiarity with faculty affairs processes and CME administration is a plus.

Responsibilities

• Provides high-level administrative support for department leadership and faculty.
• Coordinates departmental operations, meetings, projects, and strategic initiatives.
• Prepares reports, financial summaries, and operational dashboards.
• Manages onboarding and orientation activities for faculty and staff.
• Collaborates with HR, Finance, Legal, Compliance, and Research Administration.

Skills

Administrative support

Project coordination

Budgeting

Communication

Education

Bachelor's Degree

Tools

MS Office

Job description

BSD PED - Gastroenterology, Hepatology, and Nutrition - Administration

About The Department

The University of Chicago Department of Pediatrics is dedicated to advancing the health and well-being of infants, children, adolescents, and young adults through excellence in patient care, research, education, and community engagement. As part of one of the nation's leading academic medical centers, the department brings together nationally recognized physicians, scientists, educators, and staff who are committed to delivering compassionate, evidence-based care while driving innovation in pediatric medicine. With a collaborative and inclusive culture, the Department of Pediatrics offers a dynamic environment where professionals can make a meaningful impact on the lives of children and families while contributing to the future of pediatric healthcare.

Job Summary

The Operations Coordinator provides professional and administrative support to department leadership and faculty within the Department of Pediatrics. The role coordinates day-to-day operations, manages projects, supports faculty activities, assists with financial and operational reporting, and serves as a key liaison across the department. The Operations Coordinator is expected to exercise independent judgment, maintain confidentiality, and contribute proactively to continuous improvement of departmental operations. The job performs routine assignments related to clinical programs related to teaching, medical research, and clinical care. Facilitates research initiatives of the faculty and staff.

Responsibilities

• Provides high-level administrative support for department leadership and faculty.
• Coordinates departmental operations, meetings, special projects, and strategic initiatives.
• Develops and improves office procedures and operational workflows.
• Serves as a resource to faculty and colleagues regarding university and departmental policies.
• Coordinates faculty recruitment, onboarding, and orientation activities.
• Prepares reports, presentations, financial summaries, and operational dashboards.
• Drafts and edits correspondence, training materials, and departmental communications.
• Maintains departmental office space, supplies, equipment, and vendor coordination.
• Coordinates conferences, educational events, CME activities, and visiting faculty logistics.
• Supports budget tracking and the reconciliation of departmental expenses.
• Collaborates with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations.
• Monitors project timelines and ensures completion of operational priorities.
• Provides professional support to clinical department management. Implements plans for clinical educational programs and initiatives.
• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• Performs other related work as needed.

Minimum Qualifications

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

Work Experience

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Preferred Qualifications

Education

• Bachelor's Degree

Experience

• Experience supporting pediatric clinical or academic programs.
• Experience supporting operations in a pediatric, academic medical, or higher education environment.
• Familiarity with faculty affairs processes, medical terminology, CME administration, and/or research administration.
• 1-2 years of experience in healthcare or a medical environment.

Preferred Competencies

• Knowledge of faculty affairs, medical terminology, budgeting, and project coordination.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Ability to operate with a moderate to high degree of autonomy to resolve issues.; escalator appropriately to the supervisor for non-routine decisions.
• Considerable skill in working both independently and as a member of a team.
• Ability to manage confidential information with discretion.
• Ability to work in an environment with frequent interruptions, shifting priorities, and time-sensitive deliverables that require strong self-management.
• Demonstrated ability to manage complex, multi-stakeholder projects with competing deadlines and respond to urgent requests with minimal advance notice.
• Proficiency with Microsoft Office and enterprise administrative systems.

Working Conditions

• Standard professional office environment.
• Regular interaction with faculty physicians, clinical staff, administrative personnel, and external stakeholders.

Application Documents

• Resume (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.

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

$26.44 - $33.65

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 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.