Project Assistant III

Job description

Hyde Park Campus

2013005 Pediatrics-Gastroenterology

About the Unit
The Pediatric Gastroenterology section at the University of Chicago consists of eight full time faculty members. Each faculty members brings with them expertise on a wide variety of gastrointestinal problems including Inflammatory Bowel diseases, Celiac disease, nutritional problems including short gut syndrome. In addition the section has an active Pediatric Liver Transplant program, active clinical research programs, a three-year fellowship training program and is home to the University of Chicago Celiac Disease Center.

Job Information

Job Summary:

Project Assistant III supports a wide variety of clerical functions in the Section of Pediatric Gastroenterology, which includes faculty, fellows, nurses, staff, and research assistants. They communicate effectively with the above team members along with parents/patients and referring physicians. The person in this role is primarily responsible for answering the phone, e-faxing physician consult letters, distributing incoming e-faxes and making patient reminder calls. Maintains a variety of files for faculty for assorted purposes. The Project Assistant III creates and maintains confidential patient files; file, locate, and transport patient records to and from various sites within the Medical Center complex. Manages events, meeting, and calendar for faculty, in particular the Chief of Pediatric GI. Reviews supply levels and prepare orders; submit Purchase Orders in Buysite system. Processes reimbursements for faculty and staff. Coordinates section needs related to facilities, including serving as section liaison for contractors, University/University of Chicago Medicine Facilities, and Plant Department including EVS personnel. Oversees day-to-day office functions.Provides administrative support to the fellowship program. Completes monthly metric spreadsheet.


Administrative Functions:

  • Ordering supplies, arranging meetings, scheduling conference rooms, managing communications including physician calendars, answering the phones, retrieving, reviewing, and delivering messages.
  • Working with pharmaceutical representatives through Vendormate.
  • Processing reimbursements in GEMS and ePayment systems/
  • Submit purchase order requests through Buysite system
  • Managing mail and FedEx packages, delivering and retrieving documents throughout the University and Medical Center.
  • Organize section events.

Fellowship Coordination:
  • Participating in the recruitment/interviewing of new 1st year fellow.
  • Organizing fellowship applicant interview sessions including all scheduling arrangements with both applicants and attending physicians.
  • Assist with completion of special projects.
  • Other clerical duties as assigned.

  • Ability to communicate effectively in English, both orally and in writing required.
  • Demonstrate proficient skills in office technology in order to answer the phone, photocopy, send and receive e-fax required.
  • Ability to exercise excellent judgment to prioritize multiple work assignments, manage a high volume of work with efficiency, meet deadlines and complete daily task accurately and on time required.
  • Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy required.
  • Ability to recognize and resolve or refer problems during conflicts and emergencies required.
  • Ability to work effectively with supervision and as part of a team required.
  • Ability to maintain confidentiality is required.
  • Ability to develop and manage interpersonal relationships
  • Ability to exercise absolute discretion regarding confidential matters
  • Ability to follow written and/or verbal instructions
  • Ability to give directions
  • Ability to handle sensitive matters with tact and discretion
  • Ability to handle stressful situations
  • Ability to learn and develop skills
  • Ability to maintain a high level of alertness
  • Ability to pay attention to detail
  • Ability to perform multiple tasks simultaneously
  • Ability to prioritize work and meet deadlines
  • Ability to react effectively, quickly, calmly, and rationally during
  • conflicts and emergencies
  • Ability to read
  • Ability to work effectively and collegially with little supervision or as member of a team
  • Ability to work independently
  • Ability to work with frequent interruptions
  • Ability to work with people from diverse cultures and backgrounds
  • Active listening skills
  • Critical thinking skills
  • Decision making skills
  • Editing and proofreading skills
  • Independent motivation
  • Interpersonal skills
  • Math skills
  • Negotiation skills
  • Organizational skills

Additional Requirements


Education, Experience, and Certifications:

  • High school diploma required.
  • Bachelor's degree preferred.

  • At least two years of experience performing clerical work required.
  • Demonstrated knowledge Medscribe and medical terminology preferred.
  • At least 1 year of experience in a medical office and/or clinical department at a large academic medical center preferred.

Licenses and Certifications:
  • None required.

Technical Knowledge or Skills:
  • Excellent computer and Microsoft Office Suite/Adobe skills required.
  • Typing with speed and accuracy (30-50 wpm) required.
  • Knowledge of EPIC, GEMS, Buysite, Vendormate, Epayment, MedHub, and UChicagoTime preferred.

Working Conditions and Physical Requirements (if applicable):

Working Conditions:
  • Office environment

Physical Requirements:
  • Ability to bend, crouch, or stoop
  • Ability to carry or lifts loads of up to 25 lbs.
  • Ability to use computers extensively for 4 hours or more
  • Ability to stand for up to 2 hours

Required Documents:
  • Resume
  • Cover Letter
  • Reference Contact Information

Pay Scale: $17.76-$26.00

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours

024- Local 743, I.B.T. Clerical

Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

Posting Statement:

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.

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

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Job No:
Posted: 2/21/2018
Application Due: 4/18/2018
Work Type: