Operations Manager

Operations Manager

The Operations Manager will manage the day-to-day operations of the Section of Hospital Medicine at the University of Chicago's Ingalls Memorial-Harvey location, collaborate closely with Section administrator in providing operational support and executing quality improvement (QI) and analytic activities.

Responsibilities include :

• Providing administrative and operational support for research, clinical, and educational missions and related projects.
• Coordinating fiscal and budgetary affairs for University activities and handling personnel issues related to staff employees.
• Assisting with negotiating agreements, preparing strategic plans, and other activities associated with the Section's programs.
• Overseeing clinical provider compliance with medical staff office regulations and requirements.
• Ensuring compliance of office staff with relevant offices, University and other policies and guidelines.
• Supervising administrative team and supporting programmatic and executive support staff.
• Working closely with leadership in executing recruitment, onboarding, and hiring of new faculty and staff.
• Monitoring and assisting in the academic appointment process and onboarding for new faculty and staff and assisting in transitions and other section, staff, and faculty needs.
• Serving as a liaison with HR and other DOM offices and sections where requested.
• Assisting Section Chief and Administrator with operational and administrative needs as requested.
• Ensuring timely and compliant credentialing of existing clinical staff.
• Assisting in facilitation of Section committees and meetings : scheduling meetings, collecting reports, creating agendas, sending reminders and providing logistical support to aid in the coordination of section committee reports, capturing minutes and other relevant documentation, and other responsibilities as needed.
• Providing support for budget processes, effort reporting and tracking, and research operations.
• In support of section needs, assisting in procuring, preparing, and analyzing reports examining key operational and clinical metrics. Helping to develop and prepare financial and activity reports.
• Assisting in administration, collection, collation of confidential evaluations of staff and faculty.
• Generating and formatting ad hoc and recurring summary reports, including but not limited to indicators such as : performance measures, delays in billing / documentation, clinical productivity, clinical outcome reports Length of Stay, readmissions, discharges, etc.
• Collaborating with leadership, analysts, and other team members as needed to assist in providing quality information to decision-makers in flexible, user-friendly, visual formats.
• Examining and applying information thoughtfully to help solve problems and improve and optimize processes.
• Managing overall administrative team functions and proactively identifying and executing opportunities for clarification and improvement of processes and projects.
• Assisting in space planning and adjustments.
• Maintaining the Hospital Medicine website and creating materials for public-facing content, including recruitment and outreach.
• Organizing, staffing, and supporting events including but not limited to conferences, retreats, job fairs, leadership meetings, holiday and social gatherings, and other events.
• Responding to all facility problems such as furniture ordering and repairs, telecommunication requests, plant department requests, environmental issues, and all emergencies such as power outages, floods, etc.
• Coordinating construction projects, implementing space assignments, and planning and responding to space needs.
• Managing day-to-day facility issues and monitoring the overall environment.
• Responsible for security / access to all sectional areas.
• Responsible for training office staff on office procedures and compliance protocols. Coordinating special projects.
• Researching and analyzing data to create reports, and may create other reports for grants and contracts.
• Professionally supporting the clinical department management. Implementing plans for clinical educational programs and initiatives.
• Acting as a liaison between the section and other University departments.
• Performing other related work as needed.

Minimum qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include a Bachelor's degree in health administration, public policy, business, accounting, or a related health / human services field, experience in an Academic Medical Center / Hospital setting, and competencies such as familiarity with general business practices, commitment to providing a high level of service, high professionalism, attention to detail, ability to handle confidential information with discretion, excellent interpersonal, verbal, and written communication skills, ability to handle multiple tasks simultaneously and under tight deadlines, strong analytical and organizational skills, familiarity with basic data organization and analysis, and some experience with quality improvement practices.

Application documents required include a resume / CV and a cover letter.