at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentBSD PED - Gastroenterology, Hepatology, and Nutrition - Administration
About the Department
The Pediatric Gastroenterology, Hepatology, and Nutrition section consist of a team of highly skilled experts that are ready to tackle the most complex digestive diseases in children. We offer specialized care for patients with difficult-to-treat conditions, such as celiac disease, inflammatory bowel disease, intestinal failure, complex liver disorders, eosinophilic esophagitis, and acid peptic disease. In addition to managing complex care, our team also treats common gut conditions, such as abdominal pain, vomiting, and constipation. Through leading-edge basic, translational, and clinical research, our team is exploring new treatment options for children suffering from all types of gastrointestinal diseases. We are also investigating ways to personalize medicine for each patient, providing therapies that are more effective with fewer side effects. Additionally, with our clinical trials, we offer our patients the latest treatments before they are widely available. As leaders in the field of pediatric gastroenterology, we provide comprehensive digestive diseases care and advanced treatment options.
Job Summary
The job provides business support within established procedures regarding office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, offices, and/or business support services.
This position will be eligible for an alternative work arrangement.
Responsibilities
- Primary responsibility for the office management of orders, supply inventory, and purchase orders through Buysite.
- Manage the coordination of meetings, events, and/or conferences for faculty and staff.
- Oversee calendar management support for faculty, as needed or requested.
- Coordinate schedules for section phone coverage and the triaging of calls to appropriate faculty, staff, and/or trainee.
- Lead the budget allocations, for GEMs payments, e-payments, etc.
- Serve as the primaryrepresentative for faculty, and/or staff recruitment activities; including but not limited to creating interview itineraries, escorting individuals while on campus, coordinating travel arrangements, etc.
- Provide high-level support for Medical Staff Office credentialing and re-credentialing process for faculty, other academic personnel, and APPs.
- Primary responsibility for submission of System Access Request Forms (SARFs) for Epic and other technology access needs for faculty, staff, and trainees in partnership with the Business Administrator.
- Primary responsibility for overseeing the fellowship program in partnership with the Department's Graduate Medical Education Office. Supports the Program Director.
- Request updates to data dictionaries from the Epic team to ensure up-to-date referring physician contact information.
- Develop and manage the college preparation team, will also coordinate program evaluation and documentation.
- Manage the creation and distribution of marketing materials.
- Establish and maintain relationships with students, parents, and schools. Will also identify collaborative partnerships with National, State, or local organizations.
- Primary responsible for overseeing and managing the section's discretionary accounts.
- Lead efforts to admin tasks associated with CCHA partnership with the Section Administrator.
- Primary responsible for the onboarding process for new faculty, staff, and trainees, including technology set up for phone, computer, and correspondence with IT Services in partnership with Business Administrator.
- Prepare special reports and summaries, assists in managing the daily operation of the office, and may assist in developing administrative goals and policies.
- Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. 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).
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Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree.
Experience:
- Three (3) years of office experience.
- Hospital or academic medical center experience.
Preferred Competencies
- Excellent verbal and written communication.
- Proactive approach/Self-starter.
- Detail Oriented.
- Well-Organized.
- Receptive to feedback.
- Multitasker.
- Tact.
- Discretion.
- Punctuality.
- Reliability.
Working Conditions
- Office Setting.
Application Documents
- Resume (required)
- Cover Letter (required)
- Professional Reference Contact Information: three (3) references, two (2) must be a current or former manager (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
FLSA Status
Non-Exempt
Pay Frequency
Biweekly
Scheduled Weekly Hours
40
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.
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.
