Senior Operations Coordinator

University of Chicago; Chicago (IL); On-site; USD 36,000 - 45,000; Full time

Job summary

The University of Chicago's BSD SUR - Core Operations is seeking a Sr. Operations Coordinator to support department management in day-to-day operations of Surgery Administration, under the Executive Administrator and Surgery Leadership.

Responsibilities include administrative support to Executive Administrator and Vice Chair of Academic Affairs, calendar management, communications, office procedures, budget monitoring, and coordination of events.

Qualifications

• Minimum requirements include a college or university degree in related field.
• Bachelor’s degree in related field preferred.
• 5 years administrative experience in an academic medical institution strongly preferred.

Responsibilities

• Provides primary administrative support to the Executive Administrator and Vice Chair of Academic Affairs.
• Manages O-224 Boardroom Calendar and bookings.
• Manages special projects, functions, and events related to Surgery Administration.
• Develops and distributes department communications and newsletters.
• Coordinates office functions, policies, and budget monitoring.

Skills

Flexibility

Multitasking

Communication

Organizational skills

Attention to detail

Deadline oriented

Confidentiality

Problem solving

Team player

Independent worker

Education

Bachelor’s degree in related field

Job description

Department

BSD SUR - Core Operations

About the Department

Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery’s mission is to meet the most challenging and complex health problems on both a local and global scale. Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department’s clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance. This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Summary

Under general direction of the Executive Administrator and Surgery Leadership, the Sr. Operations Coordinator provides professional support to clinical department management in the Department of Surgery. Major responsibilities include coordinating and performing complex and diverse duties in support of the day-to-day operations of Surgery Administration.

Responsibilities

Administrative Support and Special Projects

• Provides primary administrative support to the Executive Administrator and Vice Chair of Academic Affairs.

• Serves as back-up to the Executive Assistant for the Department Chair.

• Manages O-224 Boardroom Calendar and bookings.

• Manages special projects, functions, and events related to Surgery Administration including but limited to quarterly department faculty meetings, directory management, and faculty recruitment.

• Vice Chair support with Faculty and Education Affairs initiatives, and Collaborative Opportunities Committee participation.

Marketing and Communication

• Creates and distributes new faculty announcements and other department communications as directed by Surgery leadership.

• Develop quarterly communications and newsletters with faculty counterpart

• Maintains relevant resource documents and standard operating procedures.

• Composes and edits correspondence and other documents.

• Composes and gathers materials for the Surgery Annual Report, edits, and manages printing and distribution.

• Designs digital monitor slides for various events.

Office Management

• Coordinates office functions, including developing and implementing office procedures and policies.

• Independently determines the appropriate course of action and provides follow-up on matters until they are completed.

• Receives, processes, and tracks all departmental bills and expenses. Manages reconciliations and reimbursements.

• Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to credentialing, financial, compliance, and monthly reports.

• Inventory management; monitors, orders, and restocks office supplies.

• Oversees and maintains the physical office space ordering equipment repairs and upgrades.

• Selects vendors and uses signature and purchasing authorization.

Other

• Provides professional support to clinical department management. Implements plans for clinical educational programs and initiatives.

• Assists monitoring finances for the clinical section. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.

• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.

• May act as a liaison between the section and other University departments.

• 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:

• Bachelor’s degree in related field.

Experience:

• 5 years administrative experience in an academic medical institution strongly preferred.

Preferred Competencies

• Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.

• Ability to effectively communicate with faculty, graduate students and various administrative offices at all levels in the University.

• Excellent organizational skills.

• Attention to detail.

• Ability to meet deadlines.

• Ability to maintain confidentiality.

• Ability to resolves problems.

• Ability to work independently and as part of a team.

Working Conditions

• Office Environment.

Application Documents

• Resume (required)

• Cover Letter (required)

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.