Hours: 40 hours per week Evenings Schedule: 1:30 PM - 10:00 PM (Works Monday - Friday and Works Holidays) (Hybrid: Works 3 Days Remotely and Works 2 Days Onsite) Location: Feinberg/Galter; FL BS The Operations Coordinator, Administration reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards. The Operations Coordinator, Administration is critical in coordinating the daily operations of administrative support services. The coordinator plays a key role in the overall coordination of the department’s office services including communicating across the organization on behalf of departmental leadership. Such coordination may involve collecting and analyzing information prior to presenting to management; preparing reports; expediting work results; and, establishing and revising work procedures while utilizing a variety of technological applications. This position will also involve preparing information related to personnel management. Responsibilities: Coordinates and troubleshoots administrative efforts of the academic office for physician and administrative leadership by handling the diverse needs of the department including those related to facilities, information systems, communications, and office equipment. Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory and office resources. Utilizes appropriate resources within the institution and department to provide consultation, education, technical, or informational services to internal and external customers. Participates in the development and implementation of policies and procedures pertaining to the operation of the department under the direction of department leadership. Coordinates all aspects of departmental/faculty calendars by coordinating meetings, conferences, teleconferences, and travel. Maintains adequate inventory of office supplies and orders special items as needed, always ensuring compliance with purchasing policies. Actively participates in hiring and termination discussions for administrative staff in the department. Actively participates in performance coaching/mentoring and provides regular feedback to the administrative staff in the department. Prepares itineraries and travel arrangements for faculty recruitment efforts. Provides administrative support to physician leadership within the department as required, including answering phones, screening, and directing calls, scheduling all appointments meetings, managing calendars, making travel arrangements, preparing, and delivering correspondence and maintaining confidential departmental files.
Required A minimum of three years of experience in an administrative role within academic healthcare. Proficiency in use of office-based technologies/software and maintaining data in enterprise-wide systems, particularly Microsoft Office software and PeopleSoft. Preferred Bachelor’s degree. Experience in collaborating with academic physician leaders desired.
All your information will be kept confidential according to EEO guidelines. Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status. Background Check Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act. Artificial Intelligence Disclosure Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. Benefits We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more. Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.