Administrative Specialist

Job description

Hyde Park Campus

2012782 Surgery-Transplant

About the Unit
University of Chicago Surgical Services has been active in the area of Global surgery for years. Working in conjunction with the Center for Global Health, we have developed a program that focuses the department's activities to enhance the experience of students, residents, fellows and faculty who engage in efforts globally as well as those wishing to visit the University of Chicago to gain additional insight into tertiary and quaternary surgical care. One of the unique aspects of the University of Chicago's efforts in Global Surgery is the emphasis on ensuring Global Surgery develops while adhering to universal concepts of surgical ethics. We work with local partners and organize conferences throughout the world focused on surgical diseases and the ethical development of surgical services. One of our most significant partnerships has been to assist in the development of quality standards for transplant programs in China and to establish a voluntary deceased donor program in China that has allowed the country's government to ban the use of organs from executed prisoners.

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 Global 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.
  • Performs high-level administrative duties in support of Global Surgery functions.
  • Monitors faculty expense accounts and advises faculty of problem spending patterns.
  • Manages expense reimbursements according to established section budget.
  • Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
  • Maintains and updates Web content.
  • Oversees and maintains the physical office space, ordering equipment repairs and upgrades.
  • Manages special projects, functions, and events related to Global Surgery.
  • In collaboration with the Vice Chair, develops conference curriculum, designs program materials and prepares correspondence with outside agencies.
  • Manages administration of the Clinical Leadership Development Fellowship application, evaluation and selection processes.
  • Assists Vice Chair in developing fellowship content and rotations.
  • Independently plans and executes interview dates and lectures.
  • Prepares and submits visa applications for international speakers and works 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 independently 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 independently with minimal supervision required.
  • Proficiency with word processing applications and spreadsheets and databases required.

Additional Requirements

Education and Experience:

  • 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.
  • Mandarin proficiency preferred.

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.

Part 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: