Senior Operations Coordinator

About the role

The University of Chicago Department of Surgery, established in 1927, is dedicated to advancing surgical care and research globally. The department is home to faculty members who have made significant contributions to surgical advancements, including minimally invasive techniques. Additionally, the department supports a broad spectrum of research activities across various fields such as the gut microbiome, tissue engineering, stem cell research, cancer studies, and immunology.

Responsibilities

• Provides primary administrative support to the Executive Administrator and Vice Chair of Academic Affairs.
• Serves as back-up to the Executive Assistant for the Department Chair.
• Manages the O-224 Boardroom Calendar and bookings.
• Manages special projects, functions, and events related to Surgery Administration, including quarterly department faculty meetings, directory management, and faculty recruitment.
• Vice Chair support with Faculty and Education Affairs initiatives, and Collaborative Opportunities Committee participation.
• Creates and distributes new faculty announcements and other department communications.
• Develops and distributes quarterly communications and newsletters with faculty counterparts.
• Maintains relevant resource documents and standard operating procedures.
• Composes and edits correspondence and other documents.
• Composes and gathers materials for the Surgery Annual Report, manages printing and distribution.
• Designs digital monitor slides for various events.
• Coordinates office functions, develops and implements office procedures and policies.
• Independently determines the appropriate course of action and provides follow-up on matters until they are completed.
• Processes and tracks all departmental bills and expenses.
• Manages reconciliations and reimbursements.
• Researches, compiles, and analyzes data to create reports, proposals, and other documents, including but not limited to credentialing, financial, compliance, and monthly reports.
• Selects vendors and uses signature and purchasing authorization.
• Supports clinical department management.
• Implements plans for clinical educational programs and initiatives.
• Aids in monitoring finances for the clinical section.
• Provides regular updates to management and ensures adherence to spending limits and budgets.
• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• Maintains inventory management, orders, and restocks office supplies.
• Selects vendors and uses signature and purchasing authorization.
• Performs other related work as needed.

Requirements

Minimum Qualifications:

• College or university degree in a related field.
• Minimum 2 years of work experience in a related job discipline.

Preferred Qualifications

• Bachelor's degree in a related field.
• 5 years of administrative experience in an academic medical institution.

Skills

Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.

Excellent organizational skills.

Attention to detail.

Ability to meet deadlines.

Ability to maintain confidentiality.

Ability to resolve problems.

Ability to work independently and as part of a team.

Benefits

The University of Chicago offers a comprehensive benefits package including health, retirement, and paid time off. For more information, refer to the Benefits Guidebook.