Operations Coordinator, Neurological Surgery

Job Description

Department BSD NSU – Administration About the Department Neurosurgeons at UChicago Medicine are devoted to patient care, research, and teaching. These experts in the Department of Neurological Surgery offer the full spectrum of neurosurgical services for children and adults with brain diseases including aggressive brain tumors, back and spine degenerative diseases, epilepsy, Parkinson’s disease, and stroke. Our surgeons are truly at the forefront of neurosurgical care, utilizing the most advanced and sophisticated technologies and techniques to treat diseases of the brain and spine.

Our expertise goes beyond that of delivering the best medical care; research is an integral part of our mission. With significant funding from the NIH in both bench and translational research, our staff and faculty are actively investigating complex conditions that affect the central nervous system, including cancer stem cell theory and aggressive brain cancers as well as the mechanisms behind cerebrovascular anomalies. This work serves as the groundwork for many new applications in neurosurgery, which will benefit patients for many years to come. Job Summary The Operations Coordinator is primarily responsible for providing operational and administrative support for the department of Neurological Surgery.

The Operations Coordinator works under the general direction of the Executive Administrator, or their designee. Major responsibilities include managing departmental communications, educational programs, supporting departmental leadership and academic affairs, on-boarding of new hires and sponsored staff, and the establishment and maintenance of files and databases.

Responsibilities Provides high level technical and administrative support to Neurological Surgery faculty members for a diverse set of activities aligned with the Department’s needs. Develops and implements systems to organize, communicate, and manage key priorities and projects on behalf of faculty members. Researches and develops internal and external communications including presentations, correspondence and other written materials.

Manages Department communications, including the development of newsletters and websites for targeted audience. Compiles, produces and disseminates departmental information and reports. Creates, writes, edits and posts articles, news, and program summaries to website or social media platforms.

Participates in the administrative aspects of faculty appointee’s recruitment, hiring, reappointment, and promotions workflow, which includes serving as a medical staff office liaison, managing applications, coordinating reappointment memos, and working collaboratively with the faculty committee, and the Dean’s office. Coordinates special projects, functions, and events related to the Department including large scale complex events, involving multiple parties, including foreign visitors.

Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all pre and post event-planning details. Participates in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes. Assists with training and orienting staff as needed.

Assists in maintaining accurate scheduling of physicians on call. Participates in overseeing and maintaining the physical office space, ordering equipment repairs, upgrades, and office supplies. Has a complete understanding of the Department and University financial policies; creates purchase orders; and processes invoices for payment against purchase orders or general expense reimbursement.

Assists with the development and management of continuing education programs in the department. Assists with the management of GME training programs and medical student rotations. Assists monitoring finances for the clinical section.

Provides management with regular updates and ensures that spending limits are adhered to and are within budget. May act as a liaison between the section and other University departments. Performs other related work as needed.

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