Healthcare Operations Coordinator – Admin & Scheduling

Northwestern Medicine; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Northwestern Medicine in Chicago is seeking an Operations Coordinator to support respiratory service line leadership with administrative and operational tasks, ensuring compliance and efficient office workflows.

The role involves payroll assistance, scheduling, onboarding, document management, and liaison with campus partners. The ideal candidate has an associates degree, 3-5 years in a business office, strong Microsoft Office skills, and excellent interpersonal abilities.

Qualifications

• Associates Degree or equivalent plus 3–5 years experience in a business office with emphasis on database management and customer service.
• Proficiency in Microsoft Office, Word, PowerPoint and Excel.
• Ability to organize and think independently.
• Excellent interpersonal skills.
• Bachelor’s degree or business equivalent and 5 years business experience.
• Experience in a healthcare setting.

Responsibilities

• Assists with payroll processing (timecard changes, PTO requests).
• Establishes and implements processes for operational management of the office.
• Responsible for staff schedule management and related processes (generating schedules, entering schedule changes, etc.).
• Responsible for initiation and coordination of new hire onboarding (i.e. paperwork, IT access, uniform, lockers, pagers, etc.).
• Tracks and maintains ELM compliance and CPR/certifications for office.
• Manages documentation required for accreditation and societies.
• Maintains a sufficient inventory of all office supplies and printed forms.
• Independently plans and executes activities such as meeting scheduling, room scheduling, signage, catering, support staff/equipment, and preparation/distribution of notifications, in support of projects/meetings as appropriate.
• Assists with creation, generation and preparation of materials for 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.
• Utilizes appropriate resources and coordinates activities with campus partners and 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 Service line Director and Division Vice President as needed.
• Acts in Secretary capacity for designated meetings and transcribes meeting content.
• Conducts internet research and identifies relevant topics based upon assignment.
• Performs other duties as assigned.

Skills

Organizational skills

Interpersonal skills

Analytical thinking

Independent thinking

Education

Associates Degree

3-5 years experience in a business office

Bachelor’s degree or business equivalent (preferred)

Experience in healthcare setting (preferred)

Tools

Microsoft Office Suite

Excel

PowerPoint

Word

Job description

Northwestern Medicine in Chicago is seeking an Operations Coordinator to support respiratory service line leadership with administrative and operational tasks, ensuring compliance and efficient office workflows.

The role involves payroll assistance, scheduling, onboarding, document management, and liaison with campus partners. The ideal candidate has an associates degree, 3-5 years in a business office, strong Microsoft Office skills, and excellent interpersonal abilities.