Administrative Coordinator - Plastics Clinic Full time Days

Northwestern Memorial Hospital; Chicago (IL); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Tuition Reimbursement

Student Loan Repayment

Professional Development

Wellbeing Fund

Matching 401(k)

Medical, dental and vision coverage

Life insurance

Paid time off and holiday pay

Job summary

Northwestern Memorial Hospital is seeking an Administrative Coordinator who will provide high-level administrative support to multiple directors. The role requires independent judgment, strong organization, and excellent communication skills, with proficiency in Word, Excel, and PowerPoint.

The position supports calendar management, event planning, and preparation of materials for leadership teams while upholding confidentiality and regulatory standards.

Qualifications

• Associates degree or equivalent administrative experience.
• 3–5 years in a business office with emphasis on database management and customer service.
• Proficiency with Microsoft Office, PowerPoint and Excel.
• Ability to organize and think independently.
• Excellent interpersonal skills.

Responsibilities

• Independently performs high level administrative work supporting the division or unit.
• Serves as a project manager for special projects and analyzes issues to improve processes.
• Creates and revises procedures by evaluating operating practices and file management.
• Plans events, meetings, and prepares materials for leadership levels.
• Maintains calendar, screens communications, and ensures confidentiality of sensitive information.
• Develops relationships with internal and external customers including patients, providers, staff and vendors.
• Records meeting discussions and supports follow-up actions.

Skills

Excellent interpersonal skills

Education

Associates Degree or equivalent relevant (administrative) experience

Bachelor of Arts degree or business equivalent (preferred)

Tools

Microsoft Office

PowerPoint

Excel

Job description

Salary Range

The salary range for this position is $22.31 - $29.01 (Hourly Rate)

Placement

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.

Benefits Overview

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.

About Northwestern Medicine

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.

Our Culture

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.

Career Development

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

Work Options

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.

Community Impact

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

Mission Statement

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

Work Hours: Monday - Friday, 8am to 5pm

Administrative Coordinator

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 various 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

• Independently performs high level technical and administrative work supporting the division or unit.
• Serves as a project manager for a variety of special projects; conducts special studies and analyses and makes recommendations to resolve organizational, procedural and system problems.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory, and office layout.
• Implements changes independently for areas of responsibility. For issues outside responsibility, makes recommendations and, following managerial review, implements changes.
• Uses organizational software applications to research and prepare documents and presentations. Collects, analyzes, and manage data.
• 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, route as needed, identify additional resources needed to address and/or respond to the communication.
• Independently plans and executes events, activities, and meetings.
• Assists with creation, preparation, and distribution of materials to be presented to all levels of organizational staff.
• Reads, researches, and routes correspondence while maintaining security and confidentiality of highly sensitive information.
• Authors responses on behalf of director or department
• Develops and maintains relationships with all internal and external customers including patients, providers, staff and vendors.
• Records meeting discussions by attending meetings and recording key discussions and conclusions.
• May perform other duties as assigned.

Qualifications

Required

• Associates Degree or equivalent relevant (administrative) experience
• 3-5 years’ 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

• Bachelor of Arts degree or business equivalent.
• 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 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 on the job family.