Administrative Manager

Department

CSL SHS: Administrative Management

About the Department

As part of Campus and Student Life at the University of Chicago, UChicago Student Wellness integrates multiple services related to care of the students’ health and well-being. Located in the Student Wellness Center, UChicago Student Wellness provides primary care, counseling, psychiatry, and health promotion services to eligible students.

The mission of UChicago Student Wellness is to provide students with comprehensive medical, mental health, and wellness services to support their academic, personal, and professional success. The vision is to redefine the field by providing exceptional, integrated wellness services that enable students to thrive. In an environment in which staff can perform at their best, UChicago Student Wellness offers unparalleled access to holistic care and innovative programs that empower students to be champions of their own wellbeing.

Job Summary

The Administrative Manager, Medical Services (MS), provides confidential and high-level administrative and operational support to the Medical Director, medical leadership team, and staff. This person will perform administrative, financial, human resources, information technology, property management, and liaison support for Medical Services. Additionally, this person will work closely with the overall administrative team at Student Wellness to support SW-wide initiatives and organizational priorities. Depending on the time of the year, the daily commitment devoted to each of these activities will fluctuate. The following is a list of responsibilities under the person’s purview.

Responsibilities

• Provide confidential and high-level administrative support to the Medical Director and Medical Services leadership, and proactively anticipate the needs of the Medical Director.
• Oversee calendaring and meeting management, coordinating expense tracking and reimbursement, developing meeting agendas, and preparing meeting minutes.
• Maintain the leader’s calendar, exercising considerable discretion and judgment.
• Coordinate various logistical arrangements, procurement of materials, personnel, and other resources.
• Assist the Medical Director and MS Leadership in staff recruitment efforts, including coordinating candidate interviews and managing the onboarding process for new hires, ensuring a smooth and efficient transition.
• Manage ongoing licensure, credentialing, continuing education requirements, oversee professional development activities, on-call scheduling, and personnel files for physicians and advanced practice nurses.
• Develop knowledge and functional understanding of various electronic tools and platforms and serve as a first-line resource to staff who have questions.
• Create and ensure a smooth process for new staff to obtain computer and software access. Identify computer software and hardware needs and ensure appropriate computer training of staff.
• Collaborates with the Director of IT, the Director of SW operations, and medical leadership to develop standards, processes, and updates for IT support throughout SWC.
• Support the Student Wellness leadership team on initiatives to improve the student care experience, including tracking action plans and leading the administration of specific activities or projects.  May lead some initiatives independently.
• Manage scheduling for the Multi-Purpose Room and other shared spaces. Coordinate related needs, including room setup, A/V, catering, and event flow.
  On a daily basis, maintains a full view of and ensures seamless functioning of all activities occurring within Student Wellness and Medical Services.  Anticipate and address issues to ensure smooth daily operations.  Prioritize staff experience by developing solutions that support workload balance, improve workflow clarity, and facilitate effective communication.
  Coordinates with respective campus partners to facilitate various events and activities.  
• Provide administrative and logistical support for special projects, such as immunization compliance and setting up flu clinics, as well as other relevant outreach activities.
  Supports the Director of Operations and Manager of Operations and collaborates with the Admin Ops group on matters related to facility access and security, cleanliness, and environmental issues as relevant to Medical Services.
• Under the direction of the Medical Director and in coordination with the Student Wellness leadership team, supports cross-divisional activities to facilitate student care activities between Medical Services, Mental Health Services, and Health Promotion in support of a holistic model of student care.
• Supports the development and maintenance of policies and procedures using policy management software while providing project management that establishes timelines and accountability measures to guide policy review and approval processes.
• Streamline processes between Medical Services, Mental Health Services, and Health Promotion to enhance operational efficiency. Identify inefficiencies and implement improvements to optimize coordination between departments.
• Represent Medical Services on Student Wellness Center ad-hoc and standing committees/meetings.
• Collaborate with Health Promotion and Communications staff on updating and maintaining the SW website.
• Order and stock supplies for Student Wellness.
• 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage 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 7+ years of work experience in a related job discipline.

Certifications:

---

Preferred Qualifications
 

Education:

• Bachelor’s degree

Experience:

• Considerable experience with office administration, management, evaluation, and project planning, which includes mastery of the Microsoft Office Suite. 
• Experience in a healthcare/clinical setting.
• Experience supporting several senior staff members, including executive-level staff.

Preferred Competencies

• Ability to demonstrate advanced organizational and interpersonal/ communication skills, both verbally and in writing. 
• Ability to maintain a high level of discretion and confidentiality, especially when handling sensitive information.
• Demonstrate the capability to work independently and collaboratively with others. 
• Demonstrate the ability to have a high level of problem-solving. 
• Prioritize, pay attention to details, and be organized.

Working Conditions

• Clinical care setting.
• No routine exposure to blood or body fluids, though incidental exposure is possible.
• Occupational risk for exposure to infectious materials and communicable diseases.
• Fast-paced work environment that often requires multitasking.
• Regular on-site presence to foster collaboration, engagement, and operational effectiveness.
• Event planning, set-up, and tear down.
• May be required to lift 10-15 pounds.
   

Application Documents

• Cover Letter (required)
• Resume (required)
• List of Three References (preferred)

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

Yes

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

​
FLSA Status

Exempt

​
Pay Range

$65,000.00 - $70,000.00

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.