• Academic Office Coordinator

    Job Locations US-IL-Chicago
    Posted Date 3 weeks ago(7/26/2018 6:08 PM)
    Requisition ID
    2018-6433
    Category
    Other
    Position Type
    Regular Full-Time
    Shift
    Days
  • Overview

    General Summary of Position Responsibility:          

    This position provides administrative clerical support to the division head and/or Program Section., faculty physicians, hospital and practice plan administrators and relative staff members to ensure the smooth daily operation of the division office. 

     

    Responsibilities

    Essential Job Functions:

    1. Oversees and provides work direction to the administrative clerical/support staff to ensure a productive work environment. Completes and documents new employee orientation, attendance records, time cards, check requests, PTO requests and other such personnel and administrative duties and responsibilities as assigned by the Administrator.  Provides feedback to the Administrator on performance appraisals.  
    2. Works with Human Resources to recruit staff and fill vacancies. Completes necessary requisitions and related documentation consistent with Hospital policy.  Keeps Administrator informed of all personnel issues that may affect office operations.
    3. Identifies and addresses the continuing education/ training needs of staff, taking advantage of Hospital- based programs where appropriate.
    4. Handles day-to-day office tasks such as ordering supplies, ensuring that office equipment is in good working condition, and assists staff with resolving problems or issues “of the moment”. Assists with the selection of office equipment, furniture, and computer hardware/ software. Prepares and submits requisitions to initiate purchase and installation obtaining necessary approvals as required.  Monitors overall process to ensure timely receipt and/or installation.
    5. Monitors cost center and /or other external fund accounts as assigned by the Administrator consistent with approved budgets. Informs Administrator and / or Principal Investigator of variance situations, taking appropriate action to correct errors and/or follow-up with Medical Center and/or Practice Plan staff to resolve questions or concerns.
    6. Assists faculty with research activities, including preparation of grant applications, coordinating the start-up of funded grants, maintaining reports of all research activity and providing stewardship of funds.
    7. Collaborates with the Division Chiefs/ Section Leaders in the development of cost center operating and capital budgets. Completes all necessary budget forms and correspondence for review and approval by the Administrator.
    8. Coordinates faculty physician and research scientist recruitment activities in conjunction with the Division Chief, Administrator, and appropriate Practice Plan personnel. Completes and processes necessary forms and requisitions.  Monitors overall progress of recruitment activities and takes appropriate action to address questions or concerns that may develop.
    9. Coordinates medical student/resident/fellow educational programs.
    10. Types academic and research related materials, including grant applications and research proposals, abstracts, manuscripts, and various other scientific correspondence and documents in a professional and timely fashion.
    11. Organizes and maintains Division Chief’s/ Section Leader’s calendar, makes travel arrangements, and schedules meetings as directed. Assists with the preparation of presentation material (PowerPoint, 40 mm slides, overhead transparencies, etc.) coordinates such activities with the Audio – Visual Department and/ or external parties
    12. Organizes and maintains Division Chief’s/ Section Leader’s academic and administrative files and program records and prepares document copies and facsimiles as requested. Completes medical transcription activities.
    13. Answers and directs all incoming phone calls to the department and to appropriate staff. Responds to hospital and department related questions as appropriate.  Receives incoming mail and direct to the academic office per the office protocol. 
    14. Performs job functions adhering to service principles with customer service focus of innovation, service excellence and teamwork to provide the highest quality care and service to our patients, families, co-workers and others.

    Qualifications

    Knowledge, Skills and Abilities:

    1. High school diploma or equivalent required. Additional post-high school education/training in secretarial, general business preferred.
    2. Three years general office or secretarial experience that includes one year of mid level management support required. Hospital or physician office experience preferred. 
    3. Extensive knowledge and experience working with Microsoft applications such as Microsoft Word, Excel, and PowerPoint with the ability to operate standard office equipment (examples: photocopy machine, facsimile machine, calculator, etc.).  Ability to type at least 40 wpm is preferred.
    4. Must have excellent organizational and prioritization skills to effectively manage priorities of multiple team members.
    5. Ability to provide high level of quality customer service to team members, employees, management staff, in addition to external customers

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed