Administrative Specialist

Department
 

BSD MED - Pulmonary - Administrative Support

About the Department
 

Created in 1983 by the merging of Pulmonary Medicine and Critical Care Medicine under the leadership of Dr. Larry Wood, the Section of Pulmonary and Critical Care Medicine brings together clinicians, clinical scholars, and scientists in the pursuit of excellence in patient care, research, and education.

Our group derives great strength and balance from the historical merging of two very accomplished faculties. Our Section provides innovative and exemplary care across the domains of Pulmonary and Critical Care Medicine, instructs the next generation of clinicians, and provides in-depth training in the methods and approaches of biomedical research. Our clinicians direct care in our intensive care units and provide expertise in invasive procedures throughout the institution. Our outpatient facility, pulmonary function laboratory, and consultation service provide state-of-the-art evaluation and care of patients with lung disease. Our clinical teaching has served medical students, residents, fellows, and practicing physicians, and has been locally and nationally applauded and awarded. Our basic and clinical investigation programs are extending knowledge about human disease and its treatment and training future scientists.

Job Summary
 

This job provides administrative support within the Section of Pulmonary/Critical Care, Lung Transplant, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members on a regular basis as well as advanced practice providers and nursing staff in a coordinated effort to support the needs of the Lung Transplant Program. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago as needed. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.

Responsibilities

• Perform complex and diverse administrative duties with responsibilities over multiple functions as it relates to the Lung Transplant Program within the Section of Pulmonary/Critical Care Medicine.

• Provide support for attending physicians, Transplant Nurse Coordinator, Advanced Practice Nurses and ancillary staff.  This includes daily interaction with patients with critical and complex medical and surgical conditions in support of and on behalf of the clinical providers.

• Accurately maintains calendar for all attending physicians; informs them of upcoming appointment and meetings.

• Process reimbursements/payments for faculty, staff and students.

• Maintain calendars / conference room schedules.

• Coordinate meetings within the department – food orders, room set up.

• Assist with the preparation of presentations, reports and correspondence.

• May coordinate travel arrangements and itineraries.

• Assist with organizing ad hoc and regular meetings.

• May assist with seminar series speakers.

• Coordinate the visits of speakers and others to the department:  Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.

• May assist with maintenance of the department website and email distribution.

• Send monthly email to post transplant patients regarding Lung Support Group meeting.

• Send biopsy slides to appropriate physician for reading.

• Respond to patient medical record requests through obtaining necessary patient consent, and forwarding medical records as requested.

• Work closely with Gastroenterology to schedule lung patients for bronchoscopies.

• Triages emails and telephone calls for action. Resolves mostly routine and some 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 confidential patient records and files.

• Monitors the inventory of office supplies and orders more as needed.

• Retrieve and distribute incoming mail and faxes.

• Welcomes and greets patients and visitors, assisting and directing appropriately while maintaining patient confidentiality.

• Assist with the onboarding process for new faculty, staff, and trainees in partnership with Business Administrator and/or Administrativ