Operations Coordinator, Vascular Surgery - JR26019-3800

University of Chicago - Chicago, IL

Full-time

Chicago, IL

Educational Services

About the position

The Operations Coordinator for the Section of Vascular Surgery at the University of Chicago provides essential professional and administrative support to the clinical department management. This role is pivotal in ensuring the smooth operation of the section, which is dedicated to the surgical treatment of complex vascular diseases. The Operations Coordinator will work closely with faculty and staff to facilitate various initiatives and programs aimed at improving patient outcomes and enhancing the educational experience of fellows in the vascular surgery fellowship program. The position requires a proactive individual who can independently manage high-level administrative tasks while maintaining a collaborative and dynamic work environment. In this role, the Operations Coordinator will be responsible for a wide range of administrative duties, including supporting the Vice Chair for Diversity, Equity, and Inclusion within the Department of Surgery. The coordinator will stay informed about ongoing activities and initiatives, ensuring that faculty members are apprised of relevant issues. The position also involves resolving office problems, coordinating office functions, and developing and implementing office procedures and policies. The Operations Coordinator will serve as a resource for faculty and colleagues, interpreting departmental, university, and hospital policies and guidelines. Additionally, the Operations Coordinator will manage the faculty recruitment and credentialing process, oversee financial transactions such as bills and expense reimbursements, and compose and edit various forms of correspondence and training materials. The role includes maintaining the physical office space, managing special projects and events related to the section, and coordinating continuing medical education (CME) courses. This includes preparing course materials, handling event planning details, and ensuring compliance with legal requirements. The Operations Coordinator may also act as a liaison between the section and other university departments, conduct studies to enhance funding opportunities, and monitor finances to ensure adherence to budgetary constraints. Overall, this position is integral to the success of the Vascular Surgery section and its mission to provide high-quality care and education.

Responsibilities

• Independently performs high-level administrative duties in support of Section functions including support for the Vice Chair for Diversity, Equity, and Inclusion for the Department of Surgery.
• 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 in Cardiac Surgery.
• 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 a related field.
• Knowledge and skills developed through relevant work experience.

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.
• Ability to 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.