Clinical Section Administrator, REI Program

About the role

The Department of Obstetrics and Gynecology at the University of Chicago has 136 clinical providers, providing care at the main hospital in Hyde Park and seven off-site locations. We handle over 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries annually. Our department is dedicated to teaching, research, and delivering high-quality clinical care, with a focus on reproductive health.

Responsibilities

• Oversee daily clinic operations, including scheduling, patient flow, staffing, and facility readiness.
• Supervise and support front desk, billing, department administrative, and support staff, coordinating closely with clinical and laboratory leadership.
• Develop and maintain office procedures that improve efficiency, service quality, and patient satisfaction.
• Maintain budgeting, expense control, vendor relationships, and purchasing for operational needs.
• Manage revenue cycle functions, including insurance verification, fertility benefits coordination, patient estimates, billing and collection workflows, and prior authorizations.
• Ensure compliance with applicable healthcare regulations, privacy standards, accreditation requirements, university compliance, and internal policies.
• Partner with providers and department leads to optimize staff schedules, workflow design, develop section strategy, and resource allocation.
• Address patient concerns professionally and escalate issues appropriately.
• Coordinate implementation of EMR/Epic within the REI Practice.
• Lead quality improvement initiatives and support operational readiness for audits, inspections, and accreditation reviews.
• Maintain strong communication across clinical sites to support seamless coordination of consultations, monitoring visits, procedures, and follow-up care.
• Partner with health system marketing representatives to ensure effective marketing programs to grow the practice are in place.
• Provides leadership to managers and professional staff within a department to support teaching, medical research, and clinical care.
• Recommends department priorities, allocates resources, and executes strategic plans.
• Develops non-medical activities of the department(s).
• Manages policy development and implementation in various departmental areas.
• Manages a team(s) including those within hospital functions.
• Performs other related work as needed.

Requirements

Minimum requirements include a college or university degree in related field and 7+ years of work experience in a related job discipline. Knowledge and skills developed through this experience are preferred. Advanced degree in business, health care administration or related field is preferred, along with experience in fertility, reproductive health, OB/GYN, surgery center, or specialty medical practice, including familiarity with IVF, IUI, egg retrieval, embryo transfer, donor cycles, fertility preservation, and cycle coordination workflows. Experience in an academic medical center, healthcare practice management in an outpatient setting, preferably in REI, OB/GYN, women's health, or another specialty clinic, and experience with electronic health records (specifically EPIC), spreadsheets, dashboards, and reporting tools are also preferred.

Qualifications

• Detail-oriented with the ability to balance clinical sensitivity with operational discipline.
• Ability to analyze data and use metrics to improve operational efficiency, patient access, and financial performance.
• Strong organizational and multitasking ability in a fast-paced, detail-sensitive environment.
• Competence in process improvement, workflow design, and change management.
• Strong problem-solving skills and adaptability.
• Excellent verbal and written communication skills.
• Collaborative mindset with the ability to work effectively across medical, laboratory, and administrative teams.
• Effective and motivational team leader.
• High levels of decision-making skill, accountability, and creativity.
• Ability to work independently with a high degree of initiative.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
• Strong understanding of medical scheduling complexity, including provider templates, procedure scheduling, time-sensitive appointments, and high-touch patient communication.
• Knowledge of insurance verification, prior authorization, fertility benefits, self-pay structures, and patient financial counseling.
• Understanding of revenue cycle management, including billing oversight, claims follow-up, and collections monitoring.
• Able to manage sensitive patient interactions with empathy and professionalism.
• Strong command of healthcare compliance and privacy requirements, including HIPAA and general medical office regulatory standards.
• Strong interpersonal skills.