Administrative Specialist

Job description

Hyde Park Campus

2012715 Surgery-Administration

About the Unit
Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale. Among the Department's numerous accomplishments, many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department's clinical work, our scientists aggressively pursue a diverse range of basic, translational and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer and immunotolerance. This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.

Job Information

Job Summary:

Under minimal direction from senior management, performs complex and diverse administrative duties in support of the day-to-day operations of Surgery Administration.


  • Serves as a liaison to the University and hospital community regarding administrative issues such as finances, personnel, and communications.
  • Independently determines the appropriate course of action and provides follow-up on matters until they are completed.
  • Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
  • Coordinates office functions, including developing and implementing office procedures and policies.
  • Serves as a resource to faculty and colleagues in interpreting Department, University, and Hospital policies and guidelines.
  • Coordinates the Medical Staffing Office credentialing process for the Department of Surgery.
  • Serves as a liaison and single point of contact between the Medical Staffing Office and Department of Surgery Section Administrators.
  • Conducts training on the Medical Staffing Office credentialing process and provides quality assurance for all credentialing and re-credentialing applications for Advanced Practice Providers and Physicians.
  • Manages re-certification process and ensures compliance for all faculty.
  • Performs high-level administrative duties in support of Surgery Administration.
  • Monitors faculty expense accounts and advises faculty of problem spending patterns.
  • Receives, processes, and tracks all bills and expense reimbursements.
  • Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to credentialing, financial, compliance, and monthly reports.
  • Composes and edits correspondence and other documents.
  • Monitors and orders office supplies.
  • Oversees and maintains the physical office space, ordering equipment repairs and upgrades.
  • Manages special projects, functions, and events related to Surgery Administration and the Vice Chair of Academic Affairs, including, but not limited to, directory management, faculty recruitment, and Advanced Practice Provider on-boarding.
  • Independently plans and executes the quarterly Surgery Administration Lunch and Learn series and the quarterly Employee Spotlight program.
  • Selects vendors and uses signature and purchasing authorization.
  • May work with legal on required contracts.
  • Other duties as assigned.

Job Competencies:
  • Familiarity with central administration within a complex research university environment required.
  • Excellent oral and written communication skills required.
  • Excellent interpersonal and customer service skills required.
  • Ability to handle sensitive and confidential situations and information with absolute discretion required.
  • Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines required.
  • Excellent problem-solving skills 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.

Additional Requirements

  • Bachelor's degree required.

  • A minimum of two years of progressively responsible administrative experience required.
  • Experience in a healthcare or academic medical environment, including knowledge in areas of patient advocacy, medical terminology, access, and billing/collections preferred.

Technical Knowledge or Skills:
  • Proficiency with word processing applications and spreadsheets and databases required.

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

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

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

Health Screen 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

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 3/24/2018
Application Due: 5/23/2018
Work Type: