Administrative Specialist

Job description

Hyde Park Campus

20123 Ob & Gynecology

About the Unit
The Department of Obstetrics and Gynecology has 98 clinical providers: 42 faculty members, ten clinical fellows, 28 residents, ten physician assistants, six midwives, and two advanced practice nurses providing care at the main hospital in Hyde Park and seven off site locations. We have more than 45,000 outpatient visits, 20,000 ultrasound encounters, 2,500 deliveries, and perform over 2,500 gynecologic surgeries per year. Our physicians see patients at several offsite locations that are managed by the Department and operate at a number of hospitals, including Munster Community hospital in Northwestern Indiana and Northwest Community Hospital in Arlington Heights. The Department of Obstetrics and Gynecology is organized into seven clinical sections: Uro-gynecology, Gynecologic Oncology, REI, Family Planning, Maternal Fetal Medicine, General Obstetrics & Gynecology, and Minimally Invasive Surgery. Each is led by a section chief who is responsible for carrying out the strategy set for the section. The Department is ranked on the US News and World Report "best" list. Teaching and research are high priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology and the mechanisms of hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health.

Job Information

Job Summary:

The Department of Obstetrics and Gynecology (OB/GYN) is looking for an Administrative Specialist to join our team. Under general direction from senior management, the Administrative Specialist performs complex and diverse administrative duties in support of the day-to-day operations of the department. The ideal candidate is organized, able to both collaborate and work autonomously, and passionate about their impact on the department and patient care.


  • Performs high-level administrative duties in support of office functions
  • Manages special projects as assigned.
  • Complete follow-up and referral physician management, internal and external (to Department) and a national and international database management
  • Oversees the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary
  • Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues
  • Monitors and reconciles accounts
  • Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel
  • Composes and edits correspondence and other documents
  • Coordinates logistics of major events
  • Schedules diverse and complex appointments, meetings, and travel arrangements
  • May manage special projects or functions related to the business of the organizational unit

  • Organization
  • Problem-solving
  • Collaboration and Independence
  • Attention to detail
  • Communication

Additional Requirements

Education, Experience or Certifications:

  • High School Diploma or GED required
  • Bachelor's degree OR three years of experience in positions of increasing responsibility strongly preferred

  • Previous administrative experience strongly preferred
  • Familiarity with central administration within a complex research university environment strongly preferred
  • Previous experience in the OB/GYN field preferred

Technical Knowledge or Skills:
  • High level of attention to detail required
  • Excellent problem-solving skills required
  • Proven ability to manage high profile meetings and events required
  • Strong written and presentation skills 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
  • Computer knowledge sufficient to use many diverse administrative computer applications is required
  • Knowledge of word processing, graphics, data management and spreadsheet software required
  • Extensive project management skills required; experience at negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations required
  • Ability to work independently in an organized manner prioritizing the work of multiple projects required
  • Ability to manage a large volume of work often restricted by deadlines required
  • Ability to use appropriate resources to resolve an issue required
  • Ability to follow an issue through to resolution required
  • Excellent interpersonal and customer service skills required
  • Ability to handle public contract with courtesy, clarity, and diplomacy required
  • Ability to handle sensitive and confidential situations and information with absolute discretion required
  • Previous Electronic Medical Record (EMR) experience preferred
  • Experience with EPIC and Qgenda computer programs preferred

Required Documents:
  • Resume/CV
  • Cover Letter
  • Reference Contact Info Upon Request

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 Qualifications

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.

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Full time

About Us
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Job No:
Posted: 11/4/2018
Application Due: 11/17/2018
Work Type: