3-5 years of experience
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Employment Type:
Full time
Job Category:
Project Management
Project Assistant IV
(This job is no longer available)
University of Chicago | Chicago, IL
Grad Date

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Job Description

Department2012227 Medicine-Hospital Medicine

About the UnitHospital medicine is a rapidly growing field within internal medicine whose physicians, 'hospitalists', focus their practice on the care of hospitalized patients. Although clinical needs have been the driving force behind the growth of hospital medicine nationally, our program has always had a major academic focus on research, quality improvement, and teaching.

Job Information

Job Summary:

Under limited supervision, the Project Assistant IV provides highly complex administrative support, which Includes but is not limited to; project management, scheduling, faculty and staff support, IT assistance and troubleshooting, invoicing, payments, and ordering, verbal, phone, and written communications; creating and maintaining tracking systems; organizing travel itineraries; distributing schedules; arranging meetings and conferences; processing and disseminating correspondence and letters; coordinating unit compliance with University and/or regulatory requirements.


* Provide administrative support to section faculty and shared support of nurse practitioners and research staff including processing of expense reimbursements in GEMS, travel expense vouchers, disbursements in ePayments, faxing, filing, photocopying, mail, ordering supplies in Buysite, submission of facilities maintenance requests, file maintenance, phone triage.
* Coordinate the administrative needs of faculty physicians within the Section of Hospital Medicine. Coordination encompasses support of academic, clinical, and administrative needs of the faculty and staff.
* Communicate regularly with patients, families, administrators, providers, and other internal and external stakeholders.
* Process Extra Service Payments for APN's, PA's, Faculty, & Moonlighters on a monthly basis or as needed. Resolve payment issues for APN's, PA's, Faculty, & Moonlighters. Assign extra service payments to E&E accounts or other special ESP requests as needed. Create payment reports and other supporting documentation.
* Assist with special projects.
* Maintenance of Section equipment and space and management of the section's computing inventory including purchase of, tracking and filing of agreements, rotation of old equipment and ordering of accessories.
* Liaise with external partners around administrative support, invoicing, faculty credentialing, malpractice, and other areas as needed
* Perform project management and customer support for faculty, staff, and volunteers
* Update the Hospitalist Attending Schedule.
* Provide back-up administrative support to other section administrative personnel during times of absence.
* Provide administrative support for all steps of recruitment, hiring and onboarding processes: outreach, communications, interview scheduling and coordination, support for onboarding and credentialing, and other needs as determined
* Update/maintain the calendars of the physicians.
* Maintain organized filing systems, in electronic and paper systems
* Work with team to develop standardize procedures and communicate ideas and best practices
* Arrange and schedule meetings and special events
* Work closely with administrative leadership and team to optimize processes and share information
* Collaborate with internal and external stakeholders to ensure needs are met in in an efficient and timely fashion
* Accountable for completion of medical transcription for all physicians.
* Ensure that patient, physician and program expectations are met by assisting with scheduling of clinic appointments, generating follow up letters, requesting medical records, and scheduling testing as requested.
* Support growth, development, and referral efforts of faculty and Section.

This is an Academic Discretion position.


* Proficiency with Microsoft Office suite required. Experience with Microsoft Excel and associated functions and features, such as Pivot Tables, strongly preferred.
* Experience in managing electronic tracking systems and databases
* Ability to successfully handle multiple faculty and department related tasks within specified time frame required.
* Ability to proactively anticipate physician needs and resolve problems required.
* Ability to thrive in fast-paced environment and effectively manage competing tasks, deadlines, and needs
* High levels of collaboration and initiative, strong editing skills and superb organizational abilities required.
* Ability to provide excellent customer service required.
* Strong editing skills and superb organizational abilities required.
* Experience with Endnote, Adobe, and other business related applications preferred.
* Experience in invoicing and financial operations preferred
* Proficiency in project management preferred
* Ability to learn a range of position-related software applications required.
* Ability to communicate effectively in English, both orally and in writing, required.
* Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, patients, staff, faculty, students and others.

Additional Requirements

Education and Experience:

* High School Diploma or equivalent required.
* Bachelor's degree preferred.
* Three years of office experience required.
* Four to five years of office experience in complex, fast-paced office environment preferred.
* Hospital or academic medical center experience preferred.

Required Documents:

* Resume
* Cover Letter

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application

Salary Range: $19.81-$29.00

Benefit EligibilityYes

Pay FrequencyHourly

Pay RangePlease refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours40

Union024- Local 743, I.B.T. Clerical

Job is Exempt?No

Drug Test Required?No

Does this position require incumbent to operate a vehicle on the job?No

Health Screen Required?No

Posting Date2019-05-10-07:00

Remove from Posting On or Before2019-11-10-08:00

Posting Statement:

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff 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.

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.

About University of Chicago

Founded by oil magnate John D. Rockefeller, the University of Chicago is a private, nondenominational institution of higher learning. Scientists at the University are working at the cutting edge of virtually every field of science, from cosmological astrophysics to molecular genetics and from high-energy particle physics to psychoneuroimmunology. Seventy-nine recipients of the Nobel Prize have been researchers, students or faculty members at the University at some point in their careers.