Admin Ops Coordinator-Primary Care Woodstock Full Time Days

Northwestern Medicine; Woodstock (IL); On-site; USD 30,000 - 45,000; Full time

Benefits offered by this job

Tuition Reimbursement

Student Loan Repayment

Professional Development funds

Wellbeing Fund

401(k) matching

Medical, dental and vision coverage

Life insurance

Annual salary increase and incentive

Job summary

Northwestern Medicine is hiring an Admin Operations Coordinator for the Woodstock clinic. This full-time, 40 hours per week role reports to administrative leadership and focuses on front-line staff supervision, scheduling, and office operations.

You will oversee cash handling, data accuracy, and staff performance while ensuring patient access, satisfaction, and adherence to policies. Competitive benefits are included.

Qualifications

• Bachelor's degree or equivalent required.
• 3+ years medical or related business experience.
• Understanding of insurance plans (HMO/PPO/POS, Medicare/Medicaid).
• Solid knowledge of patient flow in a medical office.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports.

Responsibilities

• Supervise and direct the office's front-line clerical staff.
• Interviewing, hiring, training, discipline, dismissals, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Manage providers schedules and optimize patient care hours.
• Schedule staff and allocate resources to maximize patient access and satisfaction.
• Conduct cash management duties, including co-pays, balances, cash, and deposits.
• Ensure service excellence and perform service recovery when needed.
• Manage office supplies within budget.
• Ensure accuracy of data collection and training for site staff.
• Lead practice staff meetings and participate in supervisor meetings.
• Maintain patient dignity and confidentiality at all times.
• Develop policies and procedures to support the practice.

Skills

Insurance knowledge

Patient flow management

Cash handling & reconciliation

Education

Bachelor's degree or equivalent

3+ years medical admin experience

Tools

Medical software

Microsoft Word

Microsoft Excel

Job description

The salary range for this position is $22.47 - $32.59 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.

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 located at jobs.nm.org/benefits to learn more.

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world‑class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.

Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce‑led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Benefits

• $10,000 Tuition Reimbursement per year ($5,700 part-time)
• $10,000 Student Loan Repayment ($5,000 part-time)
• $1,000 Professional Development per year ($500 part-time)
• $250 Wellbeing Fund per year ($125 for part-time)
• Matching 401(k)
• Excellent medical, dental and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

Description

• This is a Full Time, salaried position at 40 hours per week located at the Woodstock clinic for Primary Care. Schedule is Monday through Friday.**

The Admin Operations Coordinator 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.

Responsibilities

• Supervise and direct the office's front-line clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee and direct day to day office operations within budget guidelines.
• Manage providers schedules with templates and optimize patient care hours to enhance productivity.
• Schedule staff and allocate resources across hours of operation to maximize patient access and satisfaction, provider productivity and efficiency, and staff productivity.
• Conduct timely and accurate cash management duties, including overseeing the collection of co-pays and patient balances, in-house cash balances, and bank deposits.
• Ensure that service excellence is delivered and perform service recovery whenever necessary.
• Manage office supplies within budget.
• Ensure accuracy of all data collection and data entry by site staff through training and compliance monitoring and facilitate and oversee flow of information to and from central administrative offices.
• Participate in leading practice staff meetings on a regular basis.
• Attend and actively participate in manager/supervisor meetings.
• Ensure that patient dignity and confidentiality are maintained at all times.
• Review and approve automated time reports for accuracy.
• Develop tools to support staff and enhance efficiency.
• Provide input into staff performance reviews. May participate with manager in conducting staff performance reviews.
• Provide one to one coaching and mentoring.
• Plan, execute and resolve all routine technical needs of the practice (phone, copiers, fax machines, PCs, etc.).
• Monitor daily transaction activity to ensure compliance with procedures.
• Resolve complex or critical situations involving patients, staff and customers: consults with manager for guidance as needed (e.g., complaints, discipline, etc.).
• Schedule staff and allocate resources across hours of operation to maximize patient access, provider productivity and efficiency, staff productivity, cost-savings, and operational efficiencies.
• Develop and implement policies and procedures as needed to support the practice.
• Complete other duties as assigned.

AA/EOE.

Qualifications

Required

• Bachelor's degree or equivalent work experience.
• Minimum of three years of work experience in a medical or related business.
• Comprehension of insurance plans including HMO, PPO, POS, commercial, Medicare, and Medicaid.
• Solid understanding of patient flow in a medical office.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Preferred

• Knowledge of CPT and ICD-10 coding.
• Leadership experience.

Equal Opportunity

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.