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. Our department is home to faculty members who have made significant contributions to surgical advancements, including minimally invasive techniques. Additionally, our researchers engage in a variety of cutting-edge projects focusing on topics such as gut microbiome studies, tissue engineering, stem cell research, cancer research, and immunological tolerance.

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 as directed by Surgery leadership.
• 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.
• Monitors inventory management, orders, and restocks office supplies.
• 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 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.

Education

• Minimum requirement: College or university degree in a related field.

Experience

• Minimum requirement: < 2 years of work experience in a related job discipline.

Preferred Qualifications

• Education: Bachelor's degree in a related field.
• Experience: 5 years administrative experience in an academic medical institution strongly preferred.

Other

• 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.