Administrative Specialist

Department

BSD MED - Pulmonary - Administrative Support

About the Department

Created in 1983 by the merging of Pulmonary Medicine and Critical Care Medicine under the leadership of Dr. Larry Wood, the Section of Pulmonary and Critical Care Medicine brings together clinicians, clinical scholars, and scientists in the pursuit of excellence in patient care, research, and education.

Our group derives great strength and balance from the historical merging of two very accomplished faculties. Our Section provides innovative and exemplary care across the domains of Pulmonary and Critical Care Medicine, instructs the next generation of clinicians, and provides in-depth training in the methods and approaches of biomedical research.

Our clinicians direct care in our intensive care units and provide expertise in invasive procedures throughout the institution.

Our outpatient facility, pulmonary function laboratory, and consultation service provide state-of-the-art evaluation and care of patients with lung disease.

Our clinical teaching has served medical students, residents, fellows, and practicing physicians, and has been locally and nationally applauded and awarded.

Our basic and clinical investigation programs are extending knowledge about human disease and its treatment and training future scientists.

Job Summary

This job provides administrative support within the Section of Pulmonary / Critical Care, Lung Transplant, which consists of faculty, administrative and research staff as well as students and visitors.

This role will interact with and support multiple faculty members on a regular basis as well as advanced practice providers and nursing staff in a coordinated effort to support the needs of the Lung Transplant Program.

This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events / meetings, and will interact with centralized offices throughout the University of Chicago as needed.

The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.

Responsibilities

Perform complex and diverse administrative duties with responsibilities over multiple functions as it relates to the Lung Transplant Program within the Section of Pulmonary / Critical Care Medicine.

Provide support for attending physicians, Transplant Nurse Coordinator, Advanced Practice Nurses and ancillary staff. This includes daily interaction with patients with critical and complex medical and surgical conditions in support of and on behalf of the clinical providers.

Accurately maintains calendar for all attending physicians; informs them of upcoming appointment and meetings.

Process reimbursements / payments for faculty, staff and students.

Maintain calendars / conference room schedules.

Coordinate meetings within the department food orders, room set up.

Assist with the preparation of presentations, reports and correspondence.

May coordinate travel arrangements and itineraries.

Assist with organizing ad hoc and regular meetings.

May assist with seminar series speakers.

Coordinate the visits of speakers and others to the department : Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.

May assist with maintenance of the department website and email distribution.

Send monthly email to post transplant patients regarding Lung Support Group meeting.

Send biopsy slides to appropriate physician for reading.

Respond to patient medical record requests through obtaining necessary patient consent, and forwarding medical records as requested.

Work closely with Gastroenterology to schedule lung patients for bronchoscopies.

Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

Maintains confidential patient records and files.

Monitors the inventory of office supplies and orders more as needed.

Retrieve and distribute incoming mail and faxes.

Welcomes and greets patients and visitors, assisting and directing appropriately while maintaining patient confidentiality.

Assist with the onboarding process for new faculty, staff, and trainees in partnership with Business Administrator and / or Administrative Assistant.

Provide support for Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, other academic personnel, and Advanced Practice Providers.

Maintain high level of confidentiality of reports, documents, and records including personnel files, staffing and position control records, financial reports, project / proposal reports, financial plans, and operating strategies.

Maintain regular contact with all levels of management and staff within the Section of Pulmonary / Critical Care, Transplant Center, including the Transplant Clinic in DCAM, Medical Center, University, and BSD by gathering data, relaying messages, obtaining information, etc.

Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.

Coordinates information flow from leader's office.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

Maintains the leader's calendar.

Performs other related work as needed.

Minimum Qualifications

Education :

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience :

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications :

Preferred Qualifications

Education :

Associate’s degree in Business Administration or related field.

Experience :

Previous experience in an administrative support role.

Experience using EMRs; EPIC, in particular.

Experience with handling a large volume of work often restricted by deadlines.

Previous experience working within a university, clinical setting, or academic medical center environment.

Preferred Competencies

Self-starter who can operate in a complex administrative environment with limited oversight.

Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.

Ability to handle confidential and sensitive materials and situations.

Strong verbal and writing skills; ability to communicate clearly and effectively.

Superior customer service skills.

Ability to remain calm under pressure.

Proficiency in Microsoft Office including Word, Excel and Powerpoint, Calendar.

Strong analytical and organizational skills.

Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment.

Ability to develop strong and collaborative relationships throughout the organization.

Application Documents

Resume (required)

Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

Benefits Eligible

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Statement

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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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