What are the responsibilities and job description for the Senior Program Specialist position at University of Chicago?
Department
BSD OBG - MIGS
About The Department
The Department of Obstetrics and Gynecology has 136 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.
A subspecialty within OB/GYN, the Section of Gynecology and Minimally Invasive Surgery is comprised of 11 attending physicians, 5 APPs, a clinical fellow, and support staff. The section provides care in outpatient clinics located in Hyde Park, River East, Orland Park, Flossmoor, Crown Point, Hinsdale, and Northbrook.
Job Summary
The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.
We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred. We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred.
Responsibilities
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 7 years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Education:
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
Yes
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$61,000.00 - $88,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
BSD OBG - MIGS
About The Department
The Department of Obstetrics and Gynecology has 136 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.
A subspecialty within OB/GYN, the Section of Gynecology and Minimally Invasive Surgery is comprised of 11 attending physicians, 5 APPs, a clinical fellow, and support staff. The section provides care in outpatient clinics located in Hyde Park, River East, Orland Park, Flossmoor, Crown Point, Hinsdale, and Northbrook.
Job Summary
The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.
We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred. We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred.
Responsibilities
- Performs high-level administrative duties in support of office functions.
- Coordinate and manage patient schedules, appointments, and referrals.
- Assist physicians with administrative tasks, such as preparing for meetings, managing correspondence, and maintaining patient records.
- Excellent organizational, time management, and communication skills (both written and verbal).
- Strong interpersonal skills with the ability to build and maintain positive relationships with colleagues, physicians, and patients.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
- Utilize electronic health records systems (e.g., Epic) to manage patient data, track appointments, and generate reports.
- Oversee and manage the lifecycle of the appointment for the patient from intake to post op.
- Manages special projects as assigned.
- Complete follow-up and referral physician management, internal and external (to Department) and national and international database management.
- Oversee the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary.
- Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
- Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel.
- Composes and edits correspondence and other documents.
- Coordinates logistics of major events Schedules diverse and complex appointments, meetings, and travel arrangements.
- Patient interactions and intake responsibilities for specialty programs.
- Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative.
- Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
- 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
- Performs other related work as needed.
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 7 years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Education:
- High School Diploma.
- Some college strongly preferred.
- Previous administrative experience.
- Familiarity with central administration within a complex research university environment.
- Previous experience in the OB/GYN field.
- Experience in taking initiative and organizing and completing projects with minimal supervision.
- Experience at negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations.
- Experience in handling sensitive and confidential situations and information with absolute discretion.
- Previous Electronic Medical Record (EMR) experience.
- Experience with EPIC and QGenda computer programs.
- Experience with handling a large volume of work often restricted by deadlines.
- Experience with Financial packages.
- Organization.
- Problem-solving.
- Collaboration and Independence.
- Attention to detail.
- Communication.
- Ability to demonstrate professional behavior in a respectful way.
- Proven experience with Epic or similar electronic health record system.
- Foster a culture that shows genuine care and understanding of patient emotions and situations.
- Office setting.
- Resume (required)
- Cover Letter (preferred)
Job Family
Administration & Management
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
Yes
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Salary
FLSA Status
Exempt
Pay Range
$61,000.00 - $88,000.00
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Salary : $61,000 - $88,000
