Administrative Manager, Medical Services

Department

CSL SHS: Administrative Management

About the Department

As part of Campus and Student Life at the University of Chicago, UChicago Student Wellness integrates multiple services related to care of the students’ health and well-being. Located in the Student Wellness Center, UChicago Student Wellness provides primary care, counseling, psychiatry, and health promotion services to eligible students.

The mission of UChicago Student Wellness is to provide students with comprehensive medical, mental health, and wellness services to support their academic, personal, and professional success. The vision is to redefine the field by providing exceptional, integrated wellness services that enable students to thrive. In an environment in which staff can perform at their best, UChicago Student Wellness offers unparalleled access to holistic care and innovative programs that empower students to be champions of their own wellbeing.

Job Summary

The Administrative Manager, Medical Services (MS), provides confidential and high-level administrative and operational support to the Medical Director, medical leadership team, and staff. This person will perform administrative, financial, human resources, information technology, property management, and liaison support for Medical Services. Additionally, this person will work closely with the overall administrative team at Student Wellness to support SW-wide initiatives and organizational priorities. Depending on the time of the year, the daily commitment devoted to each of these activities will fluctuate. The following is a list of responsibilities under the person’s purview.

Responsibilities

• Provide confidential and high-level administrative support to the Medical Director and Medical Services leadership, and proactively anticipate the needs of the Medical Director.
• Oversee calendaring and meeting management, coordinating expense tracking and reimbursement, developing meeting agendas, and preparing meeting minutes.
• Maintain the leader’s calendar, exercising considerable discretion and judgment.
• Coordinate various logistical arrangements, procurement of materials, personnel, and other resources.
• Assist the Medical Director and MS Leadership in staff recruitment efforts, including coordinating candidate interviews and managing the onboarding process for new hires, ensuring a smooth and efficient transition.
• Manage ongoing licensure, credentialing, continuing education requirements, oversee professional development activities, on-call scheduling, and personnel files for physicians and advanced practice nurses.
• Develop knowledge and functional understanding of various electronic tools and platforms and serve as a first-line resource to staff who have questions.
• Create and ensure a smooth process for new staff to obtain computer and software access. Identify computer software and hardware needs and ensure appropriate computer training of staff.
• Collaborates with the Director of IT, the Director of SW operations, and medical leadership to develop standards, processes, and updates for IT support throughout SWC.
• Support the Student Wellness leadership team on initiatives to improve the student care experience, including tracking action plans and leading the administration of specific activities or projects.  May lead some initiatives independently.
• Manage scheduling for the Multi-Purpose Room and other shared spaces. Coordinate related needs, including room setup, A/V, catering, and event flow.
  On a daily basis, maintains a full view of and ensures seamless functioning of all activities occurring within Student Wellness and Medical Services.  Anticipate and address issues to ensure smooth daily operations.  Prioritize staff experience by developing solutions that support workload balance, improve workflow clarity, and facilitate effective communication.
  Coordinates with respective campus partners to facilitate various events and activities.  
• Provide administrative and logistical support for special projects, such as immunization compliance and setting up flu clinics, as well as other relevant outreach activities.
  Supports the Director of Operations and Manager of Operations and collaborates with the Admin Ops group on matters related to facility access and security, cleanliness, and environmental issues as relevant to Medical Services.
• Under the direction of the Medical Director and in coordination with the Student Wellness leadership team, supports cross-divisional activities to facilitate student care activities between Medical Services, Mental Health Services, and Health Promotion in support of a holistic model of student care.
• Supports the development and maintenance of policies and procedures using policy management software while providing projec