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BSD ORT - Administrative Support

About the Department

The Department of Orthopaedic Surgery and Rehabilitation Medicine at the University of Chicago consists of twenty-seven full time faculty members. Each faculty members brings with them expertise on a wide variety of Orthopaedic problems including: Bone and Soft Tissue Cancer, Bone Health and Fragility, Bone Infection Care, Foot and Ankle Care, Fracture Care, Hand and Wrist Care, Hip Care, Knee Care, Pediatric Orthopaedic Care, Shoulder and Elbow Care, Spine Care and Sports Medicine.

Job Summary

The job provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

The Operations Coordinator provides specialized business support for routine office, personnel, project and environmental support activities in Hospital Medicine. In close collaboration with administrative team members and leadership, identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

Responsibilities

With leadership staff, assists in managing daily operations of the office, including personnel and environmental needs and projects. May assist in developing administrative goals and policies and supporting new or revised administrative processes through documentation, training, and communication. Maintains calendars and schedules as needed.

Provides administrative support for leadership staff and faculty. Coordinates information flow.

Supports or independently performs administrative tasks and processes such as arranging meetings, interviews, developing agendas, and preparing progress reports. Stays informed of activities relating to programs and initiatives, apprising of issues when deemed necessary.

Supports personnel recruitment, hiring, onboarding, and retention, and liaises closely with internal and external stakeholders to ensure accurate and timely completion of necessary steps.

Procures and produces supporting documentation in support of section, department, and divisional needs and ensures individual and section compliance.

Coordinates special projects as directed by leadership. Prepares write ups for recommendations for operational and administrative problems.

Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader\'s calendar.

Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader\'s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

Performs other related work as needed. Order Lab coats and business cards for faculty.

Serve as a backup to the Executive Assistant to the Chairman.

Coordinates and supports large conferences and meetings, such a department education symposiums and faculty teaching retreats, department wellness committee.

Supports various administrative tasks as requested by the department\'s education team, including but not limited to Grand Rounds.

Inputs and monitors clinical schedules in various scheduling software.

Provides administrative support to physicians, which includes but is n t limited to, calendar management; screening patient calls and requests; preparing and updating patient files in EPIC; scheduling in EPIC, processing and disseminating referring physician letters; coordinating compliance, professional practice evaluations, and credentialing efforts; coordinating deposition meetings with law firms, booking conference rooms and assembling necessary paperwork; coordinating peer-to-peer meetings with insurance companies etc.

Responsible for coordinating faculty\'s compliance with required reports; including house staff evaluations, medical staff reappointments/re-credentialing, etc. Coordinating visitor paperwork.

Responsible for day-to-day operations, which includes: maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, organizing paperwork for physician clinics etc.

Prepares monthly on-call schedule for the department.

Oversees and maintains the physical office space, ordering equipment, repairs and upgrades.

Maintains and updates website content and departmental social media accounts. Prepares quarterly alumni newsletters. Assists the leader in preparing department annual report.

Provid