Temporary Administrative Specialist

Department

BSD ORT - Administration

About the Department

The Department of Orthopaedic Surgery and Rehabilitation Medicine at the University of Chicago consists of 30 full-time faculty members. Each faculty member brings with them expertise on a wide variety of Orthopaedic problems including Bone and Soft Tissue Cancer, Bone Health and Fragility, Bone Infection Care, Foot, and Ankle Care, Fracture Care, Hand, and Wrist Care, Hip Care, Knee Care, Pediatric Orthopaedic Care, Shoulder, and Elbow Care, Spine Care, and Sports Medicine.

Job Information

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, office and/or business support services.

Responsibilities:

• Performs high-level administrative duties in support of the resident, fellowship, and medical student educational programs.

• Manages special projects as assigned.

• Complete follow-up and provide administrative support to providers credentialing and credentialing efforts. 

• Participates in creating and monitoring the resident, fellow, and/or medical student rotation and education schedule.

• Resolves many office problems independently and facilitates solutions, conferring with the supervisor to resolve the most complex issues.

• Monitors and reconciles accounts.

• Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of educational programs.

• Composes and edits correspondence and other documents.

• Coordinates logistics of major events related to ACGME /CME /UME.

• Schedules diverse and complex appointments, meetings, and travel arrangements.

• May manage special projects or functions related to the business of the organizational unit.

• 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.

• 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.

• 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.

Competencies:

• Organization.

• Problem-solving.

• Collaboration and Independence.

• Attention to detail.

• Communication.

• High level of attention to detail.

• Excellent problem-solving skills.

• Proven ability to manage high-profile meetings and events.

• Strong written and presentation skills.

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

• Ability to take initiative and organize and complete projects with minimal supervision.

• Computer knowledge sufficient to use many diverse administrative computer applications.

• Knowledge of word processing, graphics, data management, and spreadsheet software.

• Extensive project management skills; experience at negotiating in order to accomplish goals; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.

• Ability to work independently in an organized manner prioritizing the work of multiple projects.

• Ability to manage a large volume of work often restricted by deadlines.

• Ability to use appropriate resources to resolve an issue.

• Ability to follow an issue through to resolution.

• Excellent interpersonal and customer service skills.

• Ability to handle public contract with courtesy, clarity, and diplomacy.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

Additional Responsibilities

Education, Experience, or Certifications:

Education:

• Bachelor's degree or three years of experience in positions of increasing responsibility preferred.

Experience:

• Experience in an administrative role in an academic medical center preferred.

• Experience with the education of residents, fellows, or medical students preferred.

• Previous administrative experience preferred.

• Familiarity with central administration within a complex university environment preferred.

Working Conditions and Physical Requirements:

• Office.

• Stand and sit for extended periods.

• Ability to lift up to 15 lbs.

Required Documents:

• Resume

• Cover Letter

Job Family

Temporary Staff

Scheduled Weekly Hours

40

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Pay Frequency

Hourly

Pay Rate Type

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$22.00 - $35.00

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

This position is not eligible for benefits.

Posting Statement

The University of Chicago is an equal 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.