Clinical Operations Manager

Department

• BSD RAO - Administration
• About the Department

• The University of Chicago Department of Radiation and Cellular Oncology is a nationally recognized academic program dedicated to excellence in cancer care, research, and education. The Department provides advanced radiation oncology services across the UChicago Medicine enterprise and affiliated clinical locations, working closely with multidisciplinary cancer programs to deliver coordinated, patient-centered care. Faculty and staff support a broad range of disease-site programs and utilize advanced radiation therapy technologies and treatment techniques. The Department also maintains active clinical, translational, and basic science research programs and supports graduate medical education and professional training. The administrative environment is highly collaborative and requires close coordination among BSD, UChicago Medicine, faculty, clinical operations, medical physics, nursing, radiation therapy, research, and external partners.
• Job Summary

​​The Clinical Operations Manager supports the Executive Leader by handling the daily operational work that keeps the department running smoothly. This role partners closely with Practice Managers, finance, revenue cycle, and faculty to monitor clinic access, track financial and productivity reports, and keep faculty and staff administration moving. The Operations Manager flags issues early, follows up on variances, and keeps the Executive Leader informed so he can focus on strategic priorities. This is a support and execution role. Decisions on policy, budget, and personnel are made by the Executive Leader, with this person bringing the data and recommendations.​

Responsibilities

• •Support day-to-day clinical operations for the department.
• •Meet regularly with Practice Managers and help resolve clinic issues.

Monitor access and track time to next new appointment; flag problems early.

Review and update clinic templates; track block time and exam room utilization.

Follow up on patient complaints and satisfaction comments.

Coordinate call center issues and monthly call center meetings.

Support Epic enrollment and scheduling needs.

Track cases lost to out of network insurance.

• •Help identify capital equipment needs with Practice Managers, OR team, and Supply Chain.
• •Track faculty time away and update 30-day schedules.

Alert clinics to block schedules; report outliers.

Support faculty productivity monitoring.

• •Monitor physician volume at offsite practices.
• •Assists faculty in the pursuit of grants and awards. Conducts special studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• •Review monthly finance and RVU reports; report variances.

Build and update the monthly dashboard and run data pulls (Tableau, Epic).

Monitor expenses and overtime.

• •Prepare bonus and Extra Service Payment applications.
• •Monitors finances for the clinical section. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
• •Notify the revenue cycle director of billing provider additions and departures; schedule orientation.

Notify revenue cycle of new patient care locations; confirm billing and RVU capture are set up.

• •Support new site setup.
• •Process academic appointments and medical privileges accurately and on time.

Run the faculty onboarding checklist (visas, insurance, building access, ID, parking, pager, keys).

Preparing new faculty offices.

• •Support visiting scholars and visitors.
• •Track provider credentialing, re-credentialing, and license renewals with MSO.

Track regulatory and compliance training completion.

Track occupational health screenings (TB, FIT tests).

Keep department policies and procedures current.

Compile and trend operational and quality data for review by physician, Medical Physics, and administrative leadership.

Support tracking of Radiation Oncology safety events, near misses, and process-improvement initiatives in coordination with clinical and institutional quality teams.

Coordinate multidisciplinary quality and safety meetings and maintain action-item logs, due dates, and documented follow-up.

Develop and maintain department-wide QA dashboards summarizing key indicators, open issues, corrective actions, responsible parties, and progress toward resolution.

Partner with Medical Physics leadership to track required machine and treatment-equipment QA schedules, identified issues, and completion status; escalate overdue or unresolved items.

Maintain schedules, documentation, participation tracking, and follow-up for physician chart review and peer-review QA activities.

• •Coordinate administrative tracking of Radiation Oncology quality assurance and performance-improvement activities across all clinical sites.
• •Maintain the quarterly space inventory.

Submit facilities repair and renovation requests.

• •Manage equipment tagging and office supply needs.
• •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.

Minimum Qualifications

Education:

• Minimum requirements include a college or university degree in related field.
• Work Experience:

• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
• Certifications:

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Preferred Qualifications

Education:

​​Bachelor’s degree in healthcare administration, business, or a related field.

Experience:

• •​​​​2 - 5 years of experience in healthcare, an academic medical center, or a clinical department setting.
• •​Experience with Epic scheduling or reporting.
• •​Exposure to RVUs, physician productivity, or practice finance. ​
• •Experience supporting faculty or physician onboarding, credentialing, or HR processes.
• •Experience working with practice managers or clinic operations​.

Preferred Competencies

• •​​​​Strong organization and follow through, with the ability to manage many small deadlines at once. ​
• •Clear written and verbal communication with physicians, practice managers, and administrative staff.
• •Comfort with data, including spotting trends and explaining variances in plain language.
• •​Sound judgment about what to handle independently and what to escalate.
• •​Professionalism and discretion with confidential faculty, staff, and patient information. ​
• •Ability to build working relationships across clinical, finance, HR, and revenue cycle teams ​Initiative and a problem-solving mindset without needing to own the final decision.
• •​Adaptability in a busy clinical environment where priorities shift quickly.​

Working Conditions

• •​​Based in a clinical department at an academic medical center, with regular interaction with physicians, practice managers, and staff. ​
• •Primarily office based, with occasional travel to clinic and offsite practice locations as needed.​
• •Standard business hours, Monday through Friday, with occasional flexibility needed around deadlines, month end reporting, or urgent clinic issues. ​
• •Extended periods at a computer, working in Excel, Epic, and reporting tools. ​
• •Must be able to handle confidential faculty, staff, and patient information.

Application Documents

• •Resume (required)
• •Cover Letter (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

• Administration & Management
• Role Impact

• Individual Contributor
• Scheduled Weekly Hours

• 40
• Drug Test Required

• No
• Health Screen Required

• No
• Motor Vehicle Record Inquiry Required

No