The Operations Manager is responsible for overseeing day to day operations and providing high level support to the Section Administrator, Section Chief, and faculty for the Section of Cardiology in the Department of Medicine. Serve as the section representative and liaison on issues of financial administration and operations both within UChicago and with the broader community. Coordinate planning efforts with section, departmental management and related Divisional, University and Hospital departments. Manage the daily administrative, financial, academic and research operations within the Section of Cardiology, as well as how those operations interact and impact clinical operations.
Manage payroll/personnel and oversee expense activities related to daily operations.
Monitor and reconcile monthly payroll and expenditures on Section accounts and prepare financial projections, activity and productivity reports.
Coordinate the academic appointment and promotion process and maintain academic personnel records.
Coordinate construction and renovation projects, implement space assignments including the annual survey.
Support the Section Administrator and Section Chief, propose and implement solutions and provide operational guidance in accordance with University policies and procedures.
Work closely with faculty and staff on procurement, expense management, hiring, facilities management, technical issues, expense reconciliations, contracts, vendor agreements, and all other operational needs.
Assist in the supervision of physician clerical support team, clinical and research staff.
Provide high level financial analysis and projections and facilitate the alignment of operations to budget.
Track and approve expenses and reimbursements, conduct expense accounting, process invoices and payments, assist with data mining and management for expense reports, productivity reports, clinical activity reports / billing, research account balances, and other reports informing on the operational activity and health of the Section.
Assist with tracking and analysis of clinical activity, billing data, volumes, clinical and research revenue and expenses for the Section and clinical sub-specialties.
Participate in the recruitment process of faculty members and coordinate documentation, licensure and credentialing to ensure the timely and accurate processing of faculty appointments and promotions. Manage office, lab, clinical and support staff onboarding/startup needs for all recruited faculty.
Assists in development of policy and procedure statements and directs implementation of approved changes in administrative/operations in collaboration with the clinical staff.
Ensure compliance with all regulations of the Joint Commission on the Accreditation of Health Care Organizations (JCAHO) and other regulatory agencies, and with institutional policies and procedures.
Work closely with Section Administrator to oversee the section's strategic initiatives including clinical business and program development, research development and their implementation with direct involvement and accountability with the primary leadership.
Will also lead successful development and execution of strategic plans, organizational goals and objectives and programmatic initiatives.
Participate in and manage the development, implementation, and maintenance of computer hardware and software to support each area's activities and goals.
Maintain equipment and computer inventories.
Ensure that systems are compatible with existing, departmental, divisional, clinical, and university operating systems and software.
Ensure that all daily IT operations are compatible between our clinical enterprise and our academic/research enterprise.
Assist with special projects / reports and ongoing annual projects including Continuing Education and Patient programs, meetings and lectures, and reports.
If needed, provide administrative support for the Sectionâ™s training and research grants.
This includes funds transfers and financial reconciliation for purchases and costs related to training and research activities. In addition, will assist in preparing schedules, progress reports, and renewals for training grants.
Assist with supervision and direct day-to-day personnel issues of administrative and clerical support.
Coordinate the work assignments and approve time and attendance and providing adequate support; initiate (with DOM HR) disciplinary actions and discharge activity.
Coordinates with and provides administrative and operational guidance to administrative and management staff, physicians, and patients in the section's expansion and development of section's programs.
Manage staffing, retreats, social functions, guest lectures, and all ongoing activities.
Ensure appropriate communication on between the faculty, patients, and clinical and support staff, coordinate off-site clinical activity and clinical/billing tracking.
Provide adequate support for all academic and clinical activities of the Section and Department on- and off- site practices.
Familiarity with general business practices required.
Commitment to providing a high level of service and working in a team environment required.
High degree of professionalism required.
Attention to detail required.
Ability to handle confidential information with utmost discretion required.
Excellent interpersonal, verbal, and written communication skills required.
Ability to handle multiple tasks simultaneously and under tight deadlines required.
Strong analytical and organizational skills required.
Education and Experience:
Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years progressively responsible administrative experience required.
Bachelor's degree in business, accounting or related field preferred.
Supervisory experience preferred.
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR00803
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