Lead Program/Project Coordinator

Department

BSD OBG - Gyn Onc

About the Department

The Department of Obstetrics and Gynecology has 114 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have More than 60,000 outpatient visits, 25,000 ultrasound visits, 2,800 deliveries, 3,000 gynecological surgeries per year. Teaching, research and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology and the mechanisms of hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #12 on the 2020-2021 U.S. News & World Report 2020-21 for Gynecology.

A subspecialty within OB/GYN, the Section of Gynecology and Minimally Invasive Surgery is comprised of 11 attending physicians, 5 APPs, clinical fellows, and support staff. The section provides care in outpatient clinics located in Hyde Park, River East, Orland Park. Flossmoor, Hinsdale, Northbrook and Crown Point.

Job Summary

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

Responsibilities

• Performs high-level administrative duties in support of office functions.

• Participating in and lead special projects.

• Collaborate on special projects, such as implementation and maintenance of QGenda scheduling software.

• Participate in process improvement initiatives to enhance efficiency and workflow.

• Manages special projects as assigned.

• Excellent communication and interpersonal skills, both verbal and written.

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.

• Complete follow-up and referral physician management, internal and external (to Department) and a national and international database management.

• Oversees the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary.

• Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.

• Monitors and reconciles accounts.

• Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel.

• Composes and edits correspondence and other documents.

• Coordinates logistics of major events Schedules diverse and complex appointments, meetings, and travel arrangements.

• Patient interactions and intake responsibilities for specialty programs.

• Provides confidential and high-level administrative support for a leader.

• Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

• Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative.

• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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