Operations Coordinator

UChicago Institute for Climate and Sustainable Growth; United States; On-site; USD 75,768,000 - 96,432,000; Full time

Job summary

University of Chicago in Chicago, IL, seeks an Operations Coordinator to provide professional and administrative support to the Department of Pediatrics leadership and faculty. You will help manage day-to-day operations, coordinate projects, and assist with financial reporting and dashboards.

This role requires independent judgment, discretion with confidential information, and proactive process improvement across the department.

Qualifications

• Education: college or university degree in related field.
• Work Experience: < 2 years in a related job discipline.
• Certifications: —

Responsibilities

• Provide high-level administrative support for department leadership and faculty.
• Coordinate departmental operations, meetings, projects, and strategic initiatives.
• Develop and improve office procedures and workflows.
• Prepare reports, financial summaries, and operational dashboards.
• Coordinate faculty recruitment, onboarding, and orientation activities.
• Support budget tracking and reconciliation of departmental expenses.
• Collaborate with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations.

Skills

Communication

Teamwork

Organizational skills

Education

Bachelor's degree preferred

College degree

Tools

Microsoft Office

Job description

About the Department

Department BSD PED - Neurology - Operations 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.

Responsibilities

• Provide high-level administrative support for department leadership and faculty.
• Coordinate departmental operations, meetings, special projects, and strategic initiatives.
• Develop and improve office procedures and operational workflows.
• Serve as a resource to faculty and colleagues regarding university and departmental policies.
• Coordinate faculty recruitment, onboarding, and orientation activities.
• Prepare reports, presentations, financial summaries, and operational dashboards.
• Draft and edit correspondence, training materials, and departmental communications.
• Maintain departmental office space, supplies, equipment, and vendor coordination.
• Coordinate conferences, educational events, CME activities, and visiting faculty logistics.
• Support budget tracking and reconcile departmental expenses.
• Collaborate with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations.
• Monitor project timelines and ensure 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

• Education: 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.
• Certifications: ---

Preferred Qualifications

• Education: A bachelor's degree in a related field.
• Experience: Experience supporting pediatric clinical or academic programs.
• Experience: 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 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; escalates appropriately to 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.

Job Family

• Administration & Management
• Role Impact: Individual Contributor
• Scheduled Weekly Hours: 40
• Drug Test Required
• Health Screen Required: No
• Motor Vehicle Record Inquiry Required: No
• Pay Rate Type: Hourly
• FLSA Status: Non-Exempt
• Pay Range: $26.44 - $33.65

Benefits

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.

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