Operations Coordinator at The University of Chicago in Chicago, IL

Job description

Department BSD PED - Neurology - Operations About the Department ​​The University of Chicago Department of Pediatrics is dedicated to advancing the health and well-being of infants, children, adolescents, and young adults through excellence in patient care, research, education, and community engagement. As part of one of the nation's leading academic medical centers, the department brings together nationally recognized physicians, scientists, educators, and staff who are committed to delivering compassionate, evidence-based care while driving innovation in pediatric medicine. With a collaborative and inclusive culture, the Department of Pediatrics offers a dynamic environment where professionals can make a meaningful impact on the lives of children and families while contributing to the future of pediatric healthcare.​ Job Summary ​The Operations Coordinator provides professional and administrative support to department leadership and faculty within the Department of Pediatrics. The role coordinates day-to-day operations, manages projects, supports faculty activities, assists with financial and operational reporting, and serves as a key liaison across the department. The Operations Coordinator is expected to exercise independent judgment, maintain confidentiality, and contribute proactively to continuous improvement of departmental operations.​ Responsibilities ​​Provide high-level administrative support for department leadership and faculty. ​Coordinate departmental operations, meetings, special projects, and strategic initiatives. ​Develop and improve office procedures and operational workflows. ​Serve as a resource to faculty and colleagues regarding university and departmental policies. ​Coordinate faculty recruitment, onboarding, and orientation activities. ​Prepare reports, presentations, financial summaries, and operational dashboards. ​Draft and edit correspondence, training materials, and departmental communications. ​Maintain departmental office space, supplies, equipment, and vendor coordination. ​Coordinate conferences, educational events, CME activities, and visiting faculty logistics. ​Support budget tracking and reconcile departmental expenses. ​Collaborate with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations. ​Monitor project timelines and ensure completion of operational priorities. Provides professional support to clinical department management. Implements plans for clinical educational programs and initiatives. Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section. Performs other related work as needed. Minimum Qualifications Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through Certifications: --- Preferred Qualifications Education: A bachelor's degree in a related field. Experience: ​​Experience supporting pediatric clinical or academic programs. ​ Experience supporting operations in a pediatric, academic medical, or higher education environment. ​ Familiarity with faculty affairs processes, medical terminology, CME administration, and/or research administration.​ 1-2 years of experience in healthcare or medical environment. Preferred Competencies ​​Knowledge of faculty affairs, medical terminology, budgeting, and project coordination. ​Strong written and verbal communication skills with attention to detail and accuracy. ​Ability to operate with a moderate to high degree of autonomy to resolve issues.; escalate appropriately to supervisor for non-routine decisions. ​Considerable skill in working both independently and as a member of a team. ​Ability to manage confidential information with discretion. ​Ability to work in an environment with frequent interruptions, shifting priorities, and time-sensitive deliverables that require strong self-management. ​De