Senior Program Specialist

Department

BSD OBG - MIGS

About the Department

The Department of Obstetrics and Gynecology has 136 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 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, fibroid research, and 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 #16 on the 2022-2023 U.S. News & World Report.

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

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.

We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred. We are looking for highly motivated administrative professional to support our physicians with moderate to high-level administrative duties. The Lead Program Coordinator will function as our main intake person for our growing programs within the Gynecology and Minimally Invasive Surgery section. Epic and previous hospital administrative experience is preferred.

Responsibilities

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

• Coordinate and manage patient schedules, appointments, and referrals.

• Assist physicians with administrative tasks, such as preparing for meetings, managing correspondence, and maintaining patient records.

• Excellent organizational, time management, and communication skills (both written and verbal).

• Strong interpersonal skills with the ability to build and maintain positive relationships with colleagues, physicians, and patients.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

• Ability to work independently and as part of a team.

• Strong attention to detail and accuracy.

• Utilize electronic health records systems (e.g., Epic) to manage patient data, track appointments, and generate reports.

• Oversee and manage the lifecycle of the appointment for the patient from intake to post op.

• Manages special projects as assigned.

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

• Oversee 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.

• 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.

• 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 Bo