Temporary Administrative Support

Biological Sciences Division at the University of Chicago; Chicago (IL); On-site; USD 23,000 - 48,000; Full time

Job summary

The Biological Sciences Division at the University of Chicago is seeking a Temporary Administrative Support to assist the Department of Orthopaedic Surgery and Rehabilitation Medicine with day-to-day operations. Under the Operations Manager, you will perform complex and diverse administrative duties to ensure smooth office functioning.

Responsibilities include managing visitor programs, events, calendars, and faculty schedules; processing bills and reimbursements; editing documents; and

Qualifications

• Bachelor's degree required.
• Minimum two years of progressively responsible administrative experience.
• Healthcare or academic medical environment experience preferred (patient advocacy, medical terminology, access, billing/collections).
• Proficiency with word processing, spreadsheets, and databases.

Responsibilities

• Manages section Visitor Program for both short term and long-term visitors.
• Manages routine section events, calendar, and faculty call schedule; resolves office problems and facilitates solutions.
• Manages special projects, functions, events, orientations, and outreach events.
• Coordinates office functions; develops and implements procedures and policies.
• Serves as a resource to faculty and colleagues interpreting Department, University, and Hospital policies.

Skills

Oral and written communication

Interpersonal skills

Problem solving

Resourcefulness

Issue resolution

Independent work

Initiative

Discretion

Calm under pressure

Education

Bachelor's degree

Tools

Word processing

Spreadsheets

Databases

Job description

About The Department

The Department of Orthopaedic Surgery and Rehabilitation Medicine has 44 clinical providers, providing care at the main hospital in Hyde Park and several off-site locations. We have more than 50,000 outpatient visits, 4,500 surgeries per year. Teaching, research and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly

Department

BSD ORT - Administrative Support

About The Department

The Department of Orthopaedic Surgery and Rehabilitation Medicine has 44 clinical providers, providing care at the main hospital in Hyde Park and several off-site locations. We have more than 50,000 outpatient visits, 4,500 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.

Job Information

Job Summary

Under general direction from the Operations Manager, the Temporary Administrative Support will perform complex and diverse administrative duties in support of the day-to-day operations of the Department of Orthopaedic Surgery and Rehabilitation Medicine.

Responsibilities

• Manages section Visitor Program, for both short term and long-term visitors.
• Manages routine section events, section calendar, and faculty call schedule. Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Manages special projects, functions, and events and orientations and various outreach events.
• Coordinates office functions, including developing and implementing office procedures and policies.
• Serves as a resource to faculty and colleagues in interpreting Department, University, and Hospital policies and guidelines.
• Manages other personnel matters, including the faculty recruitment process.
• Monitors faculty expense accounts and advises faculty of problem spending patterns.
• Receives, processes, and tracks all bills and expense reimbursements.
• Composes and edits correspondence and other documents. Monitors and orders office supplies.
• Oversees and maintains the physical office space, ordering equipment repairs and upgrades.
• Other duties as assigned.

Competencies

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent problem-solving skills.
• Ability to use appropriate resources to resolve an issue.
• Ability to follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Ability to take initiative and organize and complete projects with minimal supervision.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Additional Responsibilities

Education, Experience, or Certifications

Education

• Bachelor's degree required.

Experience

• A minimum of two years of progressively responsible administrative experience required.
• Experience in a healthcare or academic medical environment, including knowledge in areas of patient advocacy, medical terminology, access, and billing/collections preferred.

Technical Knowledge Or Skills

• Proficiency with word processing applications and spreadsheets and databases required.

Required Documents

• Resume
• Cover Letter
• Reference Contact Information

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

Temporary Staff

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Frequency

Hourly

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$17.05 - $35.00

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

This position is not eligible for benefits.

Posting Statement

The University of Chicago is an equal 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.

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.