Extra Help - Administrative Aide - Department of Pediatrics

This Position is temporary, non-benefits eligible, and is limited to 900 hours.

Hiring Department: Department of Pediatrics

Location: Chicago, IL USA

Requisition ID: 1018994

Posting Close Date: 5/26/23

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

The Department of Pediatrics is seeking an Extra Help Administrative Aide. This position provides administrative management to multiple clinical sections within the Department of Pediatrics. Under the direction of the section's chiefs and the director of administrative operations, this position maintains an overview of the sections' responsibilities, deadlines, and administrative procedure.

Duties & Responsibilities

• Manage clinic schedule for all providers within assigned sections.
• Manage section faculty/staff GO-TIME requests and approval process.
• Schedule and register patients (patient check-in/check-out)
• Request referrals and clinical records from referring physicians; upload documentation in EPIC.
• Confirm appointments.
• Greet and assist visitors, answer reception phone and respond to inquiries.
• Create and maintain filing systems, both electronic and physical.
• Manage mail/fax communications
• Coordinate section visitors and section level recruitment/onboarding activities for new employees.
• Coordinate meetings, interviews, itineraries, tours, equipment, find-a-doc profile, pagers, lab coats, and related items as needed.
• Assist with budgets and expenditure reports, P-cards, TEM/Chrome River transaction processing and recordkeeping.
• Prepare and distribute communications, such as memos, emails, reports, news, and other correspondence.
• Write, edit, and proofread documents, such letters, memos, reports and manuscripts, coordinate video conferences.
• Order supplies and manage inventory and manage and maintain office equipment.
• Assist in planning special projects, programs, grand rounds, conferences, travel, events, etc.
• Arrange travel plans, itineraries and agendas and compile documents for meetings.
• Perform other related duties and participate in special projects as assigned.

Qualifications:

Minimum Qualifications

Preferred Qualifications

• Experience in an academic/healthcare setting
• Knowledge of Medical Record Software, Microsoft Office, Adobe Acrobat Professional, File Storage and Sharing (Network Drive, Box, Google Drive, One Drive)
• Knowledge of medical terminology

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation