Behavioral Health Administrative Assistant II

Northwestern Memorial Healthcare; DeKalb Township (IL); On-site; USD 32,000 - 43,000; Full time

Benefits offered by this job

Tuition reimbursement

Loan forgiveness

401(k) matching

Lifecycle benefits

Job summary

Northwestern Medicine Ben Gordon Center is seeking an Administrative Assistant II to provide high-level secretarial support for the Director and team. The role requires strong communication, customer service, and the ability to manage multiple priorities in a fast-paced environment.

Schedule: Monday–Friday 7:30am-4:00pm, location DeKalb, IL; occasional longer days may be needed. Driving and travel between facilities may be required.

Qualifications

• Associate's degree or equivalent relevant work experience.
• 3–5 years’ experience in a business office environment.
• Strong knowledge of Microsoft Office.
• Ability to organize and think independently.
• Strong interpersonal skills.

Responsibilities

• Provide general secretarial and administrative support to the Director and staff.
• Type confidential correspondence, memos, and minutes.
• Manage telephone operations; answer, screen, and direct calls.
• Receive, screen, distribute or file all incoming mail.
• Maintain a sufficient inventory of all office supplies and printed forms.
• Provide calendar management support for the Director; schedule meetings and arrange catering.
• Arrange travel for the Director.
• Monitor budget and general ledger detail for accuracy; process invoices.
• Prepare and distribute materials for meetings.
• Support contracts and business administration activities.

Skills

Communication skills

Interpersonal skills

Organizational skills

Education

Associate's degree or equivalent

Bachelor's degree (preferred)

Tools

Microsoft Office

Job description

• Full-time
• Salary Range Minimum : $23.23
• Salary Range Maximum: $31.37
• Compensation: USD 23.23 - USD 31.37 - hourly

Company Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

Job Description

Schedule:Monday-Friday - 7:30am-4:00pm

*May occasionally need to flex hours to work a longer day 7:00am-5:30pm.

Location: 12 Health Services Drive in DeKalb

Northwestern Medicine Ben Gordon Center is seeking a highly organized and professional Administrative Assistant with a minimum of 3 years of relevant office or administrative experience. The ideal candidate will have strong communication and customer service skills, experience supporting leadership teams, and the ability to manage multiple priorities in a fast-paced environment.

The Administrative Assistant II 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:

• The Administrative Secretary II provides general secretarial and administrative support to the Director of the Department and Department staff.
• Composes and types in an accurate and timely fashion confidential correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough draft.
• Manages telephone operations; answers, screens, and directs telephone calls.
• Receives, screens, distributes or files all incoming correspondence and other mail.
• Maintains a sufficient inventory of all office supplies and printed forms.
• Provides calendar management support for the Director; schedules meetings and meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.
• Arranges travel (transportation and/or hotel) under the direction of the Director.
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the Director; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.
• Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.
• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
• Assists the Director in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the Director to foster strong working relationships.
• Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.
• Provides advanced administrative and operational support to the Director of Behavioral Health Services and Ben Gordon Center leadership across multiple programs, projects, service locations, and organizational initiatives.
• Assists with committee- and board-related activities, including administrative coordination, meeting support, documentation management, and follow-up activities.
• Supports departmental funding, reporting, project administration and business operations through document management, deadline tracking, records maintenance, and administrative coordination.
• Supports contract, agreement, and business administration activities through document routing, record maintenance, renewal tracking, filing processes, and administrative follow-up.
• Assists with monitoring departmental deliverables, action items, operational priorities, and project milestones to support organizational objectives.
• Supports administrative functions across multiple facilities, programs, community partnerships, and operational locations as needed to meet departmental and organizational objectives.
• Utilizes advanced business productivity, collaboration, document management, communication, and presentation software to support departmental operations, reporting, record management, project coordination, and communication activities.
• Coordinates administrative support activities for departmental meetings, trainings, site visits, community partnerships, and other operational functions as assigned.
• AA/EOE

Driving Requirement

• Valid driver's license and driver's abstract in accordance with Northwestern Medicine policy.
• Ability to travel between organizational facilities, community locations, business partners, and meeting locations as necessary to support departmental operations.
• Ability to transport business-related materials, supplies, equipment, and documents between business and community locations as required.

Qualifications

Required:

• Associate's degree or equivalent relevant work experience
• Minimum of three to five years’ experience in a business office environment
• Strong knowledge of Microsoft Office
• Ability to organize and think independently
• Strong interpersonal skills.

Preferred:

• Bachelor's degree and five years of secretarial and/or business office experience

Additional Information

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.

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.

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 ourBenefits 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.