Administrative Specialist II

About The Department

The Department of Obstetrics and Gynecology has 140 clinical providers, providing care at the main hospital in Hyde Park and seven off‑site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare.

The Department also has a significant research enterprise, engaging in population‑health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy.

The job provides specialized business support for routine office and location support activities. The role requires a highly motivated individual who will provide administrative support to a group of providers in a team setting, working well under time‑sensitive deadlines, exhibiting good communication skills, and being well organized. The employee will be responsible for the day‑to‑day administrative functions of the section, ensuring the correct functioning of facilities, office, and/or business support services.

• Performs high‑level administrative duties in support of office functions.
• Manages special projects as assigned.
• Completes follow‑up and referral physician management, internal and external (to department) and a national and international database management.
• Oversees the provider service calendar within our provider software by way of creating, monitoring and editing the schedule when necessary.
• Resolves office issues independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Monitors and reconciles accounts.
• Manages accounts and receivables, processes, and tracks all bills and expense reimbursements on behalf of section personnel.
• Composes and edits correspondence and other documents.
• Coordinates logistics of major events; schedules diverse and complex appointments, meetings and travel arrangements.
• Triage patient calls and direct them to the appropriate personnel.
• Maintains off‑site surgical data including obtaining the necessary HIM to bill and document.
• Triages emails and telephone calls for action. Resolves mainly routine and some complex inquiries.
• Provides administrative support for a leader; stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary; coordinates information flow from the leader's office.
• May initiate correspondence and other written materials under own signature or for signature of the leader; triages emails and telephone calls for action; resolves a combination of routine and complex inquiries.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies; maintains the leader's calendar.
• Coordinates special projects as directed by the leader; prepares write‑ups for recommendations for operational and administrative problems; manages a portion of the leader's budget, monitoring and reconciling accounts; prepares financial and/or administrative reports.
• Performs other related work as needed.

No formal degree required.

Minimum requirements include vocational training, apprenticeships, or equivalent experience in a related field (a four‑year degree is not typically required).

Minimum requirements include knowledge and skills developed through 5–7 years of work experience in a related job discipline.

None required.

None specified.

• Previous administrative experience.
• Familiarity with central administration within a complex research university environment.
• Previous experience in the OB/GYN or Cancer field.
• Experience in taking initiative and organizing and completing projects with minimal supervision.
• Experience in negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive…