Administrative Coordinator - Surgical Services

Beacon Health System; South Bend (IN); On-site; USD 40,000 - 58,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Life Insurance

403(b) Matching Retirement Fund

PTO

Shift Differentials

EAP

Tuition and Certification Reimb.

Clinical Ladder

Discounts - Local/National

Beacon Academy Courses

Gym Membership Discount

Job summary

Beacon Health System’s Memorial Hospital in South Bend, IN is seeking an Administrative Coordinator for the Surgical Services Department on a full-time day shift. You will manage calendars, prepare reports, and coordinate communications to support leaders, staff, and partners.

The role requires strong organization, confidentiality, and proficiency in Microsoft Office. You will help with payroll, expense tracking, procurement, and KPI reporting to drive service line performance.

Qualifications

• Associate’s degree or equivalent required.
• 3–5 years of administrative experience in healthcare or professional setting.
• Proficiency in Word, Excel, Outlook, PowerPoint.
• Excellent verbal and written communication with leaders and staff.
• Strong organization and ability to handle multiple priorities.
• Ability to maintain confidentiality and discretion.
• Independent and self-motivated with sound judgment.
• Team-oriented with strong interpersonal skills.

Responsibilities

• Maintain the Executive Director’s calendar, including scheduling meetings and conferences.
• Prepare agendas, minutes, presentations, correspondence and reports.
• Handle confidential information with discretion and professionalism.
• Screen and direct phone calls, emails, and visitors appropriately.
• Coordinate travel arrangements including transportation and lodging.
• Communicate with physicians, staff, vendors, and community partners for meetings and information flow.
• Support departmental projects and process improvement efforts.
• Organize and update electronic filing and record-keeping systems.
• Assist with payroll, credit card reconciliation, purchasing, and related administrative processes.
• Monitor and support KPI reporting for the service line.

Skills

Microsoft Office

Organizational skills

Communication

Confidentiality

Scheduling

Education

Associate degree

Tools

Payroll software

Calendar tools

Job description

Beacon Health System is hiring a full-time day shift Administrative Coordinator for our Surgical Services Department at Memorial Hospital in South Bend, IN.

Be a Beacon. Make a Difference.

At Beacon Health System, you’re not just part of a team, you’re part of something bigger. Every patient interaction is a chance to lead with compassion, build trust, and create lasting impact. Here, your expertise supports healing, and your heart connects us to the communities we serve.

We offer a wide variety of Benefits for our associates, including

• Medical, Dental, & Vision Insurance through Cigna
• Life Insurance
• 403(b) Matching Retirement Fund
• Competitive Paid Time Off (PTO)
• Shift Differentials
• Employee Assistance Program (EAP)
• Tuition and Certification Reimbursement
• Clinical Ladder Program
• Local and National Discounts
• Beacon Academy Educational Courses
• Gym Membership Discount

About Memorial Hospital

Located in the heart of South Bend, Memorial Hospital is deeply rooted in the community it serves. From advanced surgical services to award-winning heart and cancer care, we provide comprehensive treatment with a personal touch. As part of Beacon Health System, we’re dedicated to improving health and inspiring hope throughout the region.

About The Tower

The 10-story patient bed Memorial Hospital Tower is the latest chapter in Beacon Health System’s commitment to care, compassion and community. Built with input from frontline staff, the Tower is a state-of-the-art, specialty-focused expansion that enhances how care is delivered and how teams work together. From larger rooms and leading-edge technology to a culture of collaboration and growth, this space was designed by Beacon for Beacon.

What You’ll Do

As an Administrative Assistant supporting the Executive Director, you will handle a wide range of administrative and coordination tasks that keep daily operations running smoothly. You will manage scheduling, communication, reporting, and documentation while supporting leaders, staff, and external partners in a fast-paced healthcare environment. This role requires strong organization, professionalism, and the ability to multitask while maintaining confidentiality and accuracy.

Job Responsibilities

• Maintain and manage the Executive Director’s calendar, including scheduling meetings, appointments, and conferences
• Prepare meeting agendas, minutes, presentations, correspondence, and reports
• Handle confidential information with discretion and professionalism
• Screen and direct phone calls, emails, and visitors appropriately
• Coordinate travel arrangements including transportation, lodging, and registrations
• Communicate with physicians, staff, vendors, and community partners to coordinate meetings and information flow
• Support departmental projects, initiatives, and process improvement efforts
• Organize, maintain, and update electronic filing and record-keeping systems
• Assist with payroll, credit card reconciliation, purchasing, and related administrative processes
• Monitor, track, and support reporting of Key Performance Indicators (KPIs) for the service line

What You Bring

You bring strong organizational skills and the ability to manage multiple priorities in a fast-paced environment. You are proficient in Microsoft Office tools including Word, Excel, Outlook, and PowerPoint, and are comfortable learning new systems as needed. You communicate clearly and professionally, building positive working relationships with leaders, staff, physicians, and external partners. You are dependable, detail-oriented, and able to maintain confidentiality while working independently and as part of a team.

Required Qualifications

• Associate’s degree (or equivalent) required
• 3–5 years of progressively responsible administrative experience in a professional office or healthcare-related setting
• Strong proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills with the ability to interact professionally with leaders, staff, physicians, vendors, and community partners
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Ability to maintain confidentiality and handle sensitive information with discretion and integrity
• Demonstrated ability to work independently, be self‑motivated, and exercise sound judgment
• Strong interpersonal skills with the ability to build and maintain effective working relationships
• Ability to adapt quickly, remain flexible, and respond to changing priorities and demands
• Professional demeanor with the ability to remain composed under pressure

The Beacon Way

At Beacon Health System, our approach to care goes beyond clinical excellence because it’s built on meaningful connections. Guided by our core values of Trust, Respect, Integrity, and Compassion, we strive to create an environment where patients feel heard, employees feel valued, and innovation thrives. We call this commitment The Beacon Way—a six-point operating system that empowers every team member to lead with purpose, communicate clearly, cultivate talent, embrace performance improvement, leverage innovation, and build greatness through accountability. Whether at the bedside or behind the scenes, everyone at Beacon plays a role in moving health forward.