Administrative Specialist

Job description

Hyde Park Campus

2012760 Surgery-Plastics

About the Unit
At UChicago Medicine, faculty and staff in the Section of Plastic and Reconstructive Surgery are dedicated to caring for patients suffering: covering the entire spectrum of plastic, reconstructive, and aesthetic surgery from breast reconstruction to craniomaxillofacial and microsurgery. Many faculty members are credited with pioneering several highly technical approaches in post-oncologic reconstructive surgery for cancer survivors, hand surgery, craniofacial surgery, and much more. Our plastic surgeons are also prepared to care for patients seeking cosmetic aesthetic surgery. They are committed to working with each patient to achieve the patient's desired outcome. In addition, investigators in plastic and reconstructive surgery conduct rigorous research, particularly in the area of tissue engineering and craniofacial/bone biology. Their work would have widespread implications for individuals with craniofacial defects, such as those caused by trauma or tumor surgery.

Job Information

Job Summary:

The Administrative Specialist performs complex and diverse administrative duties in support of the day-to-day operations of the Section of Plastic and Reconstructive 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 visitor applications and orientations, and outreach events as well as the Section aesthetic program. Independently plans and executes the Chicago Breast and Lymphedema Symposium, a multi-day course with over 200 attendees, as well as assists with resident and fellowship recruitment. Works with faculty prior to the course to prepare course materials, coordinates all event-planning details, works with legal on required contracts, and invoices companies after the courses are completed. Coordinates aesthetic patient visits and surgical procedures and/or cases. Manages the website, marketing and outreach for the program. Assists the Section Administrator in setting up processes with Legal, Pharmacy and other related departments in the hospital.
  • 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.

  • 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.

Additional Requirements

Education, Experience or 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 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.

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: 12/22/2018
Application Due: 2/20/2019
Work Type: