Operations Coordinator
The University of Chicago

Job Info

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Department

BSD PSM - Administration

About the Department

The Pritzker School of Medicine is one of few medical schools to be located physically on its University campus, offering both intellectual and social advantages to students who spend their medical school years within a vibrant, multidisciplinary community. Most importantly, the opportunity for collaborative research and study is outstanding: all divisions of the University and its professional schools are located within steps of the hospital, as are the extensive biological and physical sciences research laboratories, thus providing a rich array of opportunities for our medical students.

Job Summary

The Operations Coordinator is a professional role that reports to the Associate Dean of Medical School Administration and will have responsibility for providing a high level of business operations support for all units within the medical school (Curriculum, Student Programs, Admissions, Health Equity, Diversity, and Inclusion, and Communications). The role will serve as the primary backup to support the Dean for Medical Education, in the absence of the Executive Assistant.

The successful employee must be able to operate independently, creatively, and with enthusiasm to identify challenges, formulate responses, and implement effective strategies to ensure the excellence of medical education administration at the University of Chicago.

Responsibilities

• Provide high-level administrative and event support for units within the medical school (Student Programs, Health Equity, Diversity, and Inclusion, Curriculum, and Admissions) as needed, including events. Administrative support includes but is not limited to scheduling meetings, submitting reimbursements, ordering food, and sending communications on behalf of units.
  
• Serve as the lead operations manager and leader of the Pritzker School of Medicine. Provides leadership for space upgrades and maintenance of key equipment and spaces overseen by the medical school. Oversees the management of supplies, including their purchase, organization, and storage to reduce duplication of effort and cost. Provides ongoing support for computer equipment upgrades and installation. Develops operational policies and procedures related to office management and the Dean's work. Provides onboarding services for new employees (space, identification, room access, computers, telephone, etc.). Leads the admin resource group.
  
• Provide administrative support for all professional development activities in medical education, including but not limited to programs sponsored by the University of Chicago Academy of Distinguished Medical Educators, Research in Medical Education Conferences, MERITS Fellowship Program, the Faculty Advancing in Medical Education workshop, etc.
  
• Serve as primary backup and support to the Executive Assistant for the Dean for Medical Education, including assisting with all aspects of the Dean for Medical Education's calendar and interaction with other key leaders, faculty, staff, residents, and students, including providing support for telephones, correspondence, appointments, and travel. Contribute to the preparation of the Dean's daily schedule, and the assembly of appropriate files and meeting materials. Assist the Executive Assistant in supporting the Dean for Medical Education and operations-related projects as needed.
  
• Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  
• Plans and conducts quality assurance reviews and recommends changes as appropriate.
  
• Interacts with faculty, researchers and staff for committee work or information.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through ---
Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.
  

Experience:

• Administrative experience in an academic or medical center environment.
  
• Experience in increasingly responsible positions that require handling sensitive and confidential information.
  
• Extensive project management skills and negotiation experience.
  

Technical Skills or Knowledge:

• Proficient knowledge of Microsoft Excel, Word, PowerPoint, Outlook, and other common software programs used in support of administration.
  

Preferred Competencies

• Proven ability to set and maintain standard for a high volume of productivity in a fast-paced environment.
  
• Must possess a high degree of accuracy with attention to detail.
  
• Must possess the ability to effectively prioritize multiple tasks and meet deadlines.
  
• Ability to work successfully in a team atmosphere.
  
• Manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, patients, staff, faculty, students, and others.
  
• Communicate effectively, both orally and in writing.
  
• Identify priorities; recognize and resolve or refer problems.
  
• Work effectively with little supervision and as a part of a team.
  
• Must be able to maintain a calm and courteous demeanor and to work productively.
  
• Must be able to problem-solve and follow an issue through to resolution.
  
• Excellent interpersonal skills, including the ability to handle all constituents with courtesy, maturity, discretion, and diplomacy.
  
• Demonstrated ability to enthusiastically support and work with Faculty Deans, Directors) medical students, and staff in a 'matrixed' rather than 'silo' organization.
  

Working Conditions

• Hybrid work schedule available with a minimum number of days onsite expected.
  
• Willingness to work evenings and weekends as needed.
  

Application Documents

• Resume (required)
  
• Cover Letter (preferred)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.

This job has expired.