Operations Coordinator at The University of Chicago in Chicago, Illinois

Job Description:

Department

BSD MED - Chairman's Office



About the Department

The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department, not only in the medical school, with over 300 full time faculty and research faculty, but is the largest department in the University. The main missions of the Department of Medicine -scholarship, discovery, education and outstanding patient care- occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the Department. We believe you will quickly agree that the DOM's faculty, fellows and trainees very much represent the forefront of academic medicine - extraordinary people doing things to support the missions of our department. The result is a department which reaches far beyond the walls of our medical school to improve humanity and health throughout our community and the world providing high quality patient care and training of the next generation of leaders in medicine.



Job Summary

Reporting to the Chief of Staff, the Operations Coordinator will provide specialized business support for the Department of Medicine including administrative support for the Chairman's Office.



Responsibilities

• Assist in managing daily operations of the Chair's office.
  
  


• Serve as backup to the Executive Assistant to the Chair.
  
  


• Coordinate special projects as directed by leadership.
  
  


• Assist with coordination of Department's weekly Grand Rounds.
  
  


• Assist in the management of the Department's website and faculty profiles.
  
  


• Triage emails and telephone calls for action.
  
  


• Resolves a combination of some routine and complex inquiries.
  
  


• Provides administrative support to DEI Committee and various department centers as needed.
  
  


• Assist with departmental leadership recruitment.
  
  


• Submit purchase order requisitions and invoices.
  
  


• Provide temporary administrative and fellowship support to the sections as needed.
  
  


• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
  
  


• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
  
  


• 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:




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Preferred Qualifications




Education:

• Bachelor's degree.
  
  

Experience:

• Progressively responsible administrative experience.
  
  


• Experience in a university or Academic Medical Center environment.
  
  
  
  

Preferred Competencies

• Excellent verbal and written communication skills.
  
  


• Excellent interpersonal and customer service skills.
  
  


• Handle sensitive and confidential situations and information with absolute discretion.
  
  


• Excellent organizational skills, ability to maintain files.
  
  


• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
  
  


• Exercise sound judgment and excellent problem-solving skills.
  
  


• Attention to detail and proofreading skills.
  
  


• Exercise flexibility and contribute to the overall work of the team.
  
  


• Considerable skill in working both independently and as a team member.
  
  


• Take initiative.
  
  


• Familiarity with administration within a research university environment.
  
  
  
  

Application Documents

• Resume (required)
  
  


• Cover Letter (required)
  
  

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



Job Family

Administration & Management



Role Impact

Individual Contributor



Scheduled
Weekly Hours

37.5



Drug Test Required

No



Health Screen Required

No



Motor Vehicle Record Inquiry Required

No



Pay Rate Type

Hourly



FLSA Status

Non-Exempt



Pay Range

$51,000.00 - $74,000.00
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

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. Apply Now