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Temporary Administrative Specialist

Job description

Hyde Park Campus

2012740 Surgery-Cardiac

About the Unit
The Department of Surgery boasts one of the busiest and comprehensive cardiac and thoracic surgery programs in the nation. The Section of Cardiac & Thoracic Surgery offers a wide range of surgical options for patients with challenging diseases. Among our greatest achievements, the section is one of a few in the world that offers a wide range of robotic approaches for heart conditions. The institution is also one of the only multiple organ transplant programs in the nation, successfully transplanting organs for people who need heart-lung, heart-liver, heart-kidney-pancreas, or other multiple organ transplant combinations. Our section is also home to world-renown thoracic surgeons, who are leaders in the surgical treatment of minimally invasive surgery, lung cancer, transplantation and mesothelioma. In addition, our team of scientists are committed to improving our understanding of complex heart and lung diseases and uncovering new ways of tackling these conditions. Among our many focus areas, our researchers are interested in studying the cardiotoxic mechanisms of anticancer drugs and frailty in patients undergoing complex thoracic surgery. This ongoing work and achievement would not be possible without the cohesive effort of the faculty and staff. We are always looking for individuals who are willing to work in our dynamic and collaborative environment toward the shared goal of improving the health of patients in our community and beyond.

Job Information

Job Summary:

Under general direction from senior management, performs complex and diverse administrative duties in support of the day-to-day operations of The Section of Cardiothoracic Surgery.


  • Serves as a liaison to the University and hospital community regarding administrative issues such as finances, personnel, and communications.
  • 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.
  • Manages other personnel matters, including the faculty recruitment process.
  • Performs high-level administrative duties in support of Section functions.
  • 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 financial and monthly reports.
  • Composes and edits correspondence and other documents.
  • Maintains and updates Web content.
  • 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 the Section including the annual lecture series. Independently plans and executes training courses.
  • Works with faculty prior to the course to prepare course materials, coordinates all event planning details for the courses, works with legal on required contracts, and invoices companies after the courses are completed.
  • Coordinates the Cardiothoracic Transplantation Surgery Fellowship, including the organizational & accreditation components of the program.
  • In collaboration with the program director, develops educational curriculum.
  • Prepares and submits correspondence with affiliated agencies.
  • Independently communicates with the GME office in regards to complex regulatory matters.
  • Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details.
  • Researches complex scientific information (i.e. Scholarly publications), submits budget applications, and creates learning objectives to include in the CME applications.
  • Other duties as assigned.

  • Familiarity with general business practices required.
  • Commitment to providing a high level of service and working in a team environment required.
  • High degree of professionalism required.
  • Attention to detail required.
  • Excellent interpersonal, oral, and written communication skills required.
  • Ability to handle sensitive and confidential situations and information with absolute discretion required.
  • Ability to handle multiple tasks simultaneously and under tight deadlines required.
  • Strong analytical and organizational skills required.

Additional Requirements

Education, Experience and Certifications:

  • 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: 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.

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.

To learn more about the university click here http://www.uchicago.edu/





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Job No:
Posted: 5/14/2018
Application Due: 6/5/2018
Work Type: