Administrative Coordinator - Periop services, Full Time, on site, Day shift

Northwestern Medicine; Huntley (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Northwestern Medicine is seeking an Administrative Coordinator to manage calendars, prepare senior management materials, and support meetings and boards on-site in Illinois.

The role requires strong Microsoft Office skills, the ability to organize independently, and excellent interpersonal abilities. Candidates may handle confidential information and coordinate with vendors and internal teams. Health benefits and a collaborative environment are offered.

Qualifications

• Associates degree or equivalent required.
• 3 to 5 years of experience in business office with focus on database management and customer service.
• Strong proficiency with Microsoft Office suite.

Responsibilities

• Manages calendar; sets meeting priorities; identifies objectives of meetings and materials needed.
• Screens incoming email, mail and calls to assign priority and identify resources.
• Plans and executes room scheduling, signage, catering, staff, equipment for projects and meetings.
• Prepares PowerPoint presentations and printed materials for senior management and boards.
• Maintains documentation securely and confidentially; handles correspondence for Director/department.
• Develops relationships with customers and suppliers; supports Division VP as needed.
• Acts as secretary for designated meetings and transcribes content.
• Performs internet research and identifies relevant topics.

Skills

Microsoft Office

PowerPoint

Excel

Calendar management

Communication skills

Education

Associate degree

Tools

Database management

Customer service software

Job description

Description

• Position is on-site
• 5 days/week M-F
• Hours 8am-4:30pm
• Proficient in Microsoft products, specifically Powerpoint, Excel and Word

TheAdministrative Coordinatorreflects 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

• Manages calendar; sets meeting priorities; identifies objectives of meetings and identifies materials needed for meeting;
• Exercises judgment to ensure appropriate parties attend meeting. Screens incoming email, mail and telephone calls to assign priority to call and/or identify additional resources to manage caller’s need.
• Independently plans and executes activities such as room scheduling, signage, catering, support staff and equipment, and preparation and distribution of notifications, in support of projects and meetings as appropriate.
• Assists with creation and preparation of materials that are presented to senior management and Board-level committees and subcommittees, particularly power point presentations and printed materials.
• Prepares, copies, mails, files documentation accurately and maintains security and confidentiality of highly sensitive information.
• Authors responses on behalf of Director or department.
• Utilizes appropriate resources within the institution, division and department to manage and complete each assigned task and/or project.
• Develops and maintains relationships with all customer and suppliers, especially vendors who support equipment within the department.
• Provides support to Division Vice President as needed.
• Acts in Secretary role for designated meetings and transcribes meeting content.
• Conducts internet research and identifies relevant topics based upon assignment.
• Performs other duties as assigned

Qualifications

Minimum Requirements:

Education:

• Associates Degree or equivalent

Experience:

• 3 to 5 years of experience in business office with a strong emphasis on database management and customer service.

Behavioral Attributes:

• Knowledge of Microsoft Office, PowerPoint, Excel.
• Ability to organize and think independently.
• Excellent interpersonal skills

Preferred

• Bachelor’s degree or business equivalent
• 5 years of business 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 Benefitssection 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.