Administrative Specialist

Location
Chicago
Posted
Apr 04, 2017
Institution Type
Four-Year Institution
About The Unit: The Section strives to become a Center of Excellence in developmental diagnosis, biomedical management and family support for children with motor, communicative, sensory, developmental, genetic, neurological, learning and behavior disorders. The section is a vital component of the Comer neonatal intensive care developmental follow-up programs essential for accreditation and advancing continuous quality improvement of effectiveness and safety on translational neonatal interventions. The section is also an essential resource for children who have survived PICU critical illness, cardiac interventions, and oncological management. In addition, DBP works closely with pediatric surgery, neurology, and genetics so that supports and linkage to community resources are available to complex populations including those experiencing trauma. As coordinated family-centered population health care is the transforming principle for future health financing initiatives, the section is uniquely positioned to address care coordination, management pathways, and collaboration with community providers to advance both the quality and value of efforts to improve outcomes for vulnerable child disability populations with a spectrum of developmental and behavioral disorders.

Unit Job Summary: Developmental & Behavioral Pediatrics (DBP): Reporting both to the Clinical Section Administrator and the Section Chief. Provides administrative support to the medical and research faculty and section staff in formulating and implementing section and department objectives. Serves as a liaison to the hospital staff, Department and Division. Plans, organizes, and directs activities that support the section's clinical, educational, and research administrative needs including but not limited to general office duties, ordering supplies, typing letters or memos as needed, taking meeting notes, assisting with telephones, faxes and office mail to the section, and completeing special projects or other administrative duties as assigned. Tracks changes and updates schedules for providers and fellows. Manages the process for new faculty and/or staff within the section including processing all of the necessary documentation and assists with onboarding. Assists with faculty recruitment: itinerary preparation, candidate liaison, drafting appropriate and approved marketing or related flyers or advertising. Assists with ongoing section financial monitoring and reporting as well as clinical reporting.

Unit Education: Bachelor's degree or a minimum of three years of progressively responsible administrative experience required. Bachelor's degree preferred. Master's degree preferred.

Unit Experience: A minimum of three years of administrative experience required. Two years of experience in a hospital, medical office, or academic medical office preferred. Experience with EPIC preferred. Knowledge of grant or contact administration preferred. Familiarity with medical and scientific terminology preferred. Familiarity with the University's administrative structure and functions preferred.

Unit Job Function Competencies: Familiarity with central administration within a complex research university environment required. Familiarity with general business practices required Commitment to providing a high level of service and working in a team environment required. Excellent oral and written communication skills required. Excellent interpersonal and customer service skills required. Ability to handle public contact with courtesy, clarity, and diplomacy required. Ability to handle sensitive and confidential situations and information with absolute discretion required. Ability to maintain calme and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required. Ability to use appropriate resources to resolve an issue required. Ability to follow an issue through to resolution required. Considerable skill in working both independently and as a team member required. Ability to take initiative and organize and complete projects with minimal supervision required. Proficiency with word processing applications and spreadsheets and databases required. Ability to take initiative and organize and complete projects with minimal supervision required. Analytical skills required. Decision-making skills required. Attention to detail required. Organizational skills required.