Biological Sciences Division at the University of Chicago · 7 hours ago
Administrative Specialist II
Chicago, IL
Full-time
Onsite
Senior Level
$24.04/hr - $31.25/hr
5+ years expThe Biological Sciences Division at the University of Chicago is seeking an Administrative Specialist II to provide specialized business support for routine office and location support activities. The role involves managing administrative functions, overseeing provider service calendars, and ensuring the efficient operation of office support services.
Higher Education
Responsibilities
Performs high-level administrative duties in support of office functions
Manages special projects as assigned
Complete follow-up and referral physician management, internal and external (to department) and a national and international database management
Oversees the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary
Resolves office issues independently and facilitates solutions, conferring with supervisor to resolve the most complex issues
Monitors and reconciles accounts
Manages accounts and receivables, 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
Will triage patient calls and direct them to the appropriate personnel
Maintains off-site surgical data including obtaining the necessary HIM to bill and document
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquires
Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office
May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries
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
Qualification
Required
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline
Resume (required)
Cover Letter (required)
Preferred
Previous administrative experience
Familiarity with central administration within a complex research university environment
Previous experience in the OB/GYN or Cancer 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
Excellent verbal and written communication skills
Excellent interpersonal and customer service skills
Handle sensitive and confidential situations and information with absolute discretion
Excellent organizational skills, ability to maintain files
Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines
Exercise sound judgment and excellent problem-solving skills
Attention to detail and proofreading skills
Exercise flexibility and contribute to the overall work of the team
Considerable skill in working both independently and as a team member
Take initiative
Familiarity with administration within a research university environment
Benefits
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Company
Biological Sciences Division at the University of Chicago
As part of the University of Chicago, the Biological Sciences Division (BSD) pursues globally impactful solutions to seemingly unsolvable challenges.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase