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

Northwesternmedicine; Huntley (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Northwestern Medicine is seeking an on-site Administrative Assistant to support executives and manage day-to-day meeting logistics in Illinois. The role requires strong MS Office skills (PowerPoint, Excel, Word) and calendar management, with attention to confidential information.

Responsibilities include scheduling, preparing board materials, stakeholder communications, and coordinating meeting logistics. Candidates typically have 3–5 years in a business office and an Associate degree or

Qualifications

• Education: Associate Degree or equivalent.
• Experience: 3–5 years in a business office with emphasis on database management and customer service.
• Knowledge of Microsoft Office (PowerPoint, Excel, Word) and strong organizational skills.
• Preferred: Bachelor's degree or business equivalent with 5 years of experience.

Responsibilities

• Manages calendar; sets meeting priorities and identifies materials needed.
• Screens emails, mail and calls to assign priority and coordinate resources.
• Plans and executes room scheduling, catering, and distribution of notifications.
• Assists with creation of materials for senior management and boards, especially PowerPoint presentations.
• Prepares and files documentation while maintaining confidentiality.
• Authors responses on behalf of Director or department.
• Develops relationships with customers and vendors; supports division VP as needed.
• Acts as Secretary for designated meetings and transcribes notes.

Skills

Organizational skills

Customer service

Interpersonal skills

Independent thinking

Education

Associate Degree or equivalent

Bachelor's degree or business equivalent

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

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

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

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

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.