The Operations Manager will manage the day-to-day operations of the Section of Hospital Medicine at the University of Chicago's Ingalls Memorial-Harvey location, collaborate closely with Section administrator in providing operational support and executing quality improvement (QI) and analytic activities.
Requirements
- Provides administrative and operational support for research, clinical, and educational missions and related projects.
- Coordinate fiscal and budgetary affairs for University activities and handle personnel issues related to staff employees.
- Assist with negotiating agreements, preparing strategic plans, and other activities associated with the Section's programs.
- Oversee clinical provider compliance with medical staff office regulations and requirements.
- Ensure compliance of office staff with relevant offices, University and other policies and guidelines.
- Supervise administrative team and support programmatic and executive support staff.
- Work closely with leadership in executing recruitment, onboarding, and hiring of new faculty and staff.
- Monitor and assists in the academic appointment process and onboarding for new faculty and staff and assist in transitions and other section, staff and faculty needs.
- Serve as a liaison with HR and other DOM offices and sections where requested.
- Assist Section Chief and Administrator with operational and administrative needs as requested.
- Ensure timely and compliant credentialing of existing clinical staff.
- Assist in facilitation of Section committees and meetings: schedule meetings, collect reports, create agendas, send reminders and provide logistical support to aid in the coordination of section committee reports, capture minutes and other relevant documentation, and other responsibilities as needed.
- Provide support for budget processes, effort reporting and tracking, and research operations.
- In support of section needs, assist in procuring, preparing, and analyzing reports examining key operational and clinical metrics.
- Help to develop and prepare financial and activity reports.
- Assist in administration, collection, collation of confidential evaluations of staff and faculty.
- Generate and format ad hoc and recurring summary reports, including but not limited to indicators such as: performance measures, delays in billing/documentation, clinical productivity, clinical outcome reports – Length of Stay, readmissions, discharges, etc.
- Collaborate with leadership, analysts, and other team members as needed to assist in providing quality information to decision-makers in flexible, user-friendly, visual formats.
- Examine and apply information thoughtfully to help solve problems and improve and optimize processes.
- Manage overall administrative team functions and proactively identified and executes opportunities for clarification and improvement of processes and projects.
- Assist in space planning and adjustments.
- Maintain the Hospital Medicine website and create materials for public-facing content, including recruitment and outreach.
- Organize, staff, and support events including but not limited to conferences, retreats, job fairs, leadership meetings, holiday and social gatherings, and other events.
- Respond to all facility problems such as furniture ordering and repairs, telecommunication requests, plant department requests, environmental issues, and all emergencies such as power outages, floods etc.
- Coordinate construction projects, implement space assignments, and plan and respond to space needs.
- Manage day-to-day facility issues and monitor overall environment.
- Responsible for security/access to all sectional areas.
- Responsible for training office staff on office procedures and compliance protocols.
- Coordinates special projects.
- Researches and analyzes data to create reports, and may create other reports for grants and contracts.
- Professionally supports the clinical department management.
- Implements plans for clinical educational programs and initiatives.
- Acts as a liaison between the section and other University departments.
- Performs other related work as needed.
Benefits
- Health insurance
- Retirement plan
- Paid time off
- Vacation days
- Sick leave
- Holidays
- Flexible work arrangements
