Operations Coordinator, Colon & Rectal Surgery

University of Chicago - Billings, MT

Full-time - Entry Level

Billings, MT

Educational Services

About the position

The Operations Coordinator plays a vital role in providing professional and administrative support to the clinical department management within the Sections of Colon & Rectal Surgery and General Surgery at UChicago Medicine. This position involves high-level administrative duties, coordination of office functions, and management of faculty recruitment and credentialing processes, ensuring smooth operations within the department.

Responsibilities

• Independently performs high-level administrative duties in support of Section functions.
• Stays informed of activities relating to programs and initiatives, apprising the faculty of issues when deemed necessary.
• Provides high-quality administrative support for faculty involvement with professional organizations and other administrative duties.
• Resolves many office problems independently and facilitates solutions, conferring with their 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 the faculty recruitment and credentialing process.
• Receives, processes, and tracks all bills and expense reimbursements.
• Composes and edits correspondence, training materials, and Web content.
• Oversees and maintains the physical office space, ordering equipment repairs, upgrades, and office supplies.
• Manages special projects, functions, and events related to the Section.
• Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details.
• 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.
• May provide back-up support for the Operations Coordinator within the Sections as needed.
• Researches complex scientific information (i.e. Scholarly publications), submits budget applications, and creates learning objectives to include in the CME applications.
• Assists monitoring finances for the clinical section.
• Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• May act as a liaison between the section and other University departments.
• Performs other related work as needed.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Nice-to-haves

• Bachelor's Degree.
• Familiarity with central administration within a complex research university environment.
• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Handle sensitive and confidential situations and information with absolute discretion.
• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills.
• Ability to use appropriate resources to resolve an issue.
• Ability to follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Ability to take initiative and organize and complete projects with minimal supervision.

Benefits

• Health insurance coverage
• Paid time off
• Professional development opportunities