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https://illinoisjoblink.illinois.gov/jobs/12614523 Department
BSD ORT - Administrative Support
About the Department
The Department of Orthopaedic Surgery and Rehabilitation Medicine at the
University of Chicago consists of twenty-seven full time faculty
members. Each faculty members 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 Summary
The job provides specialized business support for routine 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.
The Operations Coordinator provides specialized business support for
routine office, personnel, project and environmental support activities
in Hospital Medicine. In close collaboration with administrative team
members and leadership, 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
With leadership staff, assists in managing daily operations of the
office, including personnel and environmental needs and projects. May
assist in developing administrative goals and policies and supporting
new or revised administrative processes through documentation, training,
and communication. Maintains calendars and schedules as needed.
Provides administrative support for leadership staff and faculty.
Coordinates information flow.
Supports or independently performs administrative tasks and processes
such as arranging meetings, interviews, developing agendas, and
preparing progress reports. Stays informed of activities relating to
programs and initiatives, apprising of issues when deemed necessary.
Supports personnel recruitment, hiring, onboarding, and retention, and
liaises closely with internal and external stakeholders to ensure
accurate and timely completion of necessary steps.
Procures and produces supporting documentation in support of section,
department, and divisional needs and ensures individual and section
compliance.
Coordinates special projects as directed by leadership. Prepares write
ups for recommendations for operational and administrative problems.
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.
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. Order Lab coats and business
cards for faculty.
Serve as a backup to the Executive Assistant to the Chairman.
Coordinates and supports large conferences and meetings, such a
department education symposiums and faculty teaching retreats,
department wellness committee.
Supports various administrative tasks as requested by the department\'s
education team, including but not limited to Grand Rounds.
Inputs and monitors clinical schedules in various scheduling software.
Provides administrative support to physicians, which includes but is not
limited to, calendar management; screening patient calls and requests;
preparing and updating patient files in EPIC; scheduling in EPIC,
processing and disseminating referring physician letters; coordinating
compliance, professional practice evaluations, and credentialing
efforts; coordinating deposition meetings with law firms, booking
conference rooms and assembling necessary paperwork; coordinating
peer-to-peer meetings with insurance companies etc.
Responsible for coordinating faculty\'s compliance with required
reports; including house staff evaluations, medical staff
reappointments/re-credentialing, etc. Coordinating visitor paperwork.
Responsible for day-to-day operations, which includes: maintaining
appointments, calendars, and schedules; distribution of mail, ordering
supplies, processing faxes, organizing paperwork for physician clinics
etc.
Prepares monthly on-call schedule for the department.
Oversees and maintains the physical office space, ordering equipment,
repairs and upgrades.
Maintains and updates website content and departmental social media
accounts. Prepares quarterly alumni newsletters. Assists the leader in
preparing department annual report.
Provid
