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

Northwestern Medicine; Huntley (IL); On-site; USD 29,000 - 37,000; Full time

Benefits offered by this job

Tuition Reimbursement

Student Loan Repayment

Professional Development

Wellbeing Fund

401(k) Matching

Medical, Dental & Vision

Life Insurance

Salary Increase & Incentive Bonus

Paid time off

Job summary

Northwestern Medicine is seeking an Administrative Coordinator on-site to support executive operations. The role focuses on calendar management, meeting coordination, and preparation of materials for senior leadership and board committees.

You will prepare PowerPoint presentations, handle confidential information, develop vendor relationships, and assist the Division Vice President. Associates degree with 3–5 years in a business-office setting are required; strong MS Office skills are essential.

Qualifications

• Associates degree or equivalent required.
• 3–5 years of experience in a business office with emphasis on database management and customer service.
• Proficient in Microsoft Office, especially PowerPoint, Excel, and Word.

Responsibilities

• Manages calendar; sets meeting priorities; identifies objectives and materials for meetings.
• Screens emails, mail, and calls to prioritize and route appropriately.
• Plans and executes room scheduling, signage, catering, and meeting logistics for projects.
• Prepares materials for senior management and Board committees, including PowerPoint presentations.
• Maintains confidentiality and handles sensitive information securely.
• Authors responses on behalf of Director or department.
• Develops relationships with customers and suppliers; supports vendors for equipment.
• Provides support to the Division Vice President as needed.
• Acts as secretary for designated meetings and transcribes content.
• Conducts internet research to identify relevant topics.
• Performs other duties as assigned.

Skills

Microsoft Office

PowerPoint

Excel

Word

Education

Associates Degree or equivalent

Job description

The salary range for this position is $21.00 - $27.30 (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

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

The Administrative 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

• 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 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.