The University of Chicago

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 Information

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:

• 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.
• Ability to 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.
• Verbal and written communication skills.
• Ability to work independently and as part of a team.

Additional Responsibilities

Education, Experience, or Certifications:

Education:

• High School Diploma or equivalent required.
• College/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.

Technical Knowledge or Skills:

• Strong verbal and written communication skills required.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Adobe required.
• Calendar management skills required.
• Knowledge of EPIC and Medscribe strongly preferred.

Working Conditions and Physical Requirements:

• Office environment.
• Hybrid role reporting in-office three days a week.

Pay Range:

• $23.08 - $33.79 hourly

Required Documents:

• Resume
• Cover Letter

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type

Hourly

Pay Range

$23.08 - $33.79

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Scheduled Weekly Hours

40

Union

024- Local 743, I.B.T. Clerical

Job is Exempt

No

Drug Test Required

Yes

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Posting Date

2025-04-24

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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