Project Assistant IV

Department
 

BSD ORT - Administrative Support

About the Department
 

The Department of Orthopaedic Surgery and Rehabilitation Medicine at the University of Chicago consists of twenty-eight full time faculty members and fourteen advance practice providers. Each faculty members brings with them expertise on a wide variety of Orthopaedic problems including: Bone and Soft Tissue Cancer, Bone Health and Fragility, Bone Infection Care, Foot and Ankle Care, Fracture Care, Hand and Wrist Care, Hip Care, Knee Care, Pediatric Orthopaedic Care, Shoulder and Elbow Care, Spine Care and Sports Medicine.

Job Summary
 

The Department of Orthopaedic Surgery and Rehabilitation Medicine is looking for a Project Assistant IV to join the team. This role will independently coordinate the administrative needs for various physicians and advanced practice providers in the department. The ideal candidate is organized, able to both collaborate and work autonomously, and passionate about their impact on the department and patient care. This role is a hybrid role.

Responsibilities

Job Summary:

The Department of Orthopaedic Surgery and Rehabilitation Medicine is looking for a Project Assistant IV to join our team.  This role will independently coordinate the administrative needs for various physicians and advanced practice providers in the department. The ideal candidate is organized, able to both collaborate and work autonomously, and passionate about their impact on the department and patient care. This role is a hybrid role.

Responsibilities:

• Exercises excellent judgment to prioritize work assignments and manage a high volume of work with efficiency.
• Responsible for day-to-day operations, which includes maintaining appointments, calendars, and schedules; distribution of mail, ordering supplies, processing faxes, assembling surgical booklets as needed, organizing paperwork for physician clinics, monitoring EPIC in-basket messages for clerical needs etc.
• Responsible for answering incoming telephone calls and triages patient calls, recording accurate messages and accurately directing callers.
• Analyze and resolve issues of varying complexity.
• Work in fast-paced environment.
• Under minimal supervision, the Project Assistant IV provides highly complex administrative and clerical support for the academic, clinical and administrative operations and services.
• May serve as the subject matter expert for other administrative and clerical staff.
• Provides administrative support to multiple physicians, which includes but is not limited to, calendar management; screening patient calls and requests; preparing and updating patient files in EPIC; scheduling in EPIC, processing and disseminating referring physician letters; coordinating compliance, professional practice evaluations, and credentialing efforts; coordinating deposition meetings with law firms, booking conference rooms and assembling necessary paperwork; coordinating peer-to-peer meetings with insurance companies etc.
• Provides basic educational information to patients and their families about procedures and surgeries. Creates and maintains spreadsheets and databases, and may provide lead support with data entry and data projects.
• Adapt workflows to accommodate needs, priorities, and fluctuation of patient volumes according to faculty and leadership expectations.
• Responsible for coordinating faculty's compliance with required reports; including house staff evaluations, medical staff reappointments/re-credentialing, visitor paperwork etc.
• Other duties as assigned.

Competencies:

• Problem-solving skills.
• Attention to detail.
• Organizational skills.
• Strong verbal and written communication skills required.
• Work independently and as part of a team.

Minimum Qualifications
 

Education:

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Work Experience:

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Certifications:

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Education, Experience, or Certifications:

Education:

• High school diploma or GED required.
• College or university degree preferred.

Experience:

• Three (3) years of administrative experience required.
• Hospital or academic medical center experience strongly preferred.
• Previous experience working with physicians/medical providers preferred.