Administrative Coordinator-Pharmacy, Full-time Days

Northwestern Medicine; Chicago (IL); On-site; USD 45,000 - 57,000; Full time

Job summary

Northwestern Medicine is seeking an Administrative Coordinator to provide high-level administrative support to Directors. You will manage calendars, prepare meeting materials, and handle confidential information with discretion within NM software tools.

Successful candidates will demonstrate exceptional organization, communication, and interpersonal skills, plus proficient Word, Excel and PowerPoint usage, adapting to a dynamic team environment.

Qualifications

• Associates Degree or equivalent administrative experience.
• 3-5 years of experience in a business office with emphasis on data management and customer service.
• Knowledge of Microsoft Office, PowerPoint and Excel.
• Ability to organize and think independently with excellent interpersonal skills.

Responsibilities

• Prepares documents and manages data using NM software applications including Microsoft Office.
• Manages calendar; sets meeting priorities and prepares materials for meetings.
• Screens incoming email, mail and calls to prioritize and allocate resources.
• Plans and executes room scheduling, signage, catering, and equipment for projects and meetings.
• Assists with creation of materials for management and committees, especially PowerPoint presentations.
• Prepares, copies, mails and files documentation with confidentiality.
• Authors responses on behalf of Director or department.
• Maintains relationships with customers and suppliers, especially vendors supporting equipment.
• Transcribes meeting content and conducts internet research as assigned.

Skills

Microsoft Office

Word

Excel

PowerPoint

Organization

Interpersonal skills

Communication skills

Attention to detail

Education

Associate degree

BA degree (preferred)

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Description

The Administrative Coordinator position reflects the mission, vision, and values of Northwestern Memorial, 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 Administrative Coordinator is responsible for higher-level administrative support to Directors within the organization and must use independent judgment and authority to execute projects and maintain workflow. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, and attention to detail proficient Microsoft application skills (Word, Excel and PowerPoint) and be highly flexible and adaptable.

Responsibilities

• Prepares documents and manages data using NM software applications including Microsoft Office.
• 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, which are presented, to management, 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.
• Performs other duties as assigned.
• 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.
• Transcribes meeting content for designated meetings.
• Conducts internet research and identifies relevant topics based upon assignment.

Qualifications

Required

• Associates Degree or equivalent relevant (administrative) experience
• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint and Excel.
• Ability to organize and think independently. Excellent interpersonal skills.

Preferred

• B.A. degree or business equivalent and 5 years 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 refer to the Benefits Eligibility by Employment Classification to determine benefits eligibility for job postings.

If sign-on bonus is included in a job posting eligibility is as followed: 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 as a Registered Nurse at NM may be eligible.