Program Coordinator Operations - Robert Havey MD Institute for Primary Care

Northwestern Medicine; Chicago (IL); On-site; USD 70,000 - 85,000; Full time

Job summary

Northwestern Medicine in Chicago seeks a Program Coordinator, Operations to support the NMG Operations department and drive initiatives to improve ambulatory operations. This role partners with leadership to plan, implement, and monitor projects that align with system and regional priorities.

You will coordinate planning, reporting, budgets, and communications with cross-functional teams, executives, and vendors, ensuring deadlines and high-quality deliverables across multiple initiatives.

Qualifications

• Bachelor's degree required.
• 3–5 years of relevant experience.
• Strong knowledge of Microsoft Office.
• Ability to organize and meet deadlines.
• Experience supporting multiple executives.
• Strong interpersonal skills.
• Flexible in a matrix healthcare environment.

Responsibilities

• Support initiatives within the NMG Operations department.
• Coordinate planning, resource allocation, and performance reporting.
• Apply standard project management methodologies across project lifecycle.
• Maintain communications on project status with teams.
• Assist with budget preparation and reports.
• Plan meetings and calendar management for leadership.
• Prepare materials for management and board-level committees.
• Collaborate with IT, Quality, Analytics, and Patient Experience on training.

Skills

Microsoft Office

Organizational skills

Communication skills

Education

Bachelor's degree

Job description

Description

The Program Coordinator, Operations 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.

The Program Coordinator, Operations is responsible for supporting the NMG Operations department and participating in initiatives to enhance ambulatory operations. The Program Coordinator supports teams in achieving health system, regional, and local priorities and goals.

Responsibilities:

• Systematically support any and all initiatives that fall within the NMG Operations department
• Provides program coordination and program management including planning, decision making and implementation for select projects.
• Coordinates, on a daily basis, the planning, resource allocation, information distribution and overall performance reporting for the assigned projects.
• Applies standard project management methodologies for project lifecycle of analysis, design, implementation, verification as well as value measurement definition.
• Establishes and maintain effective communications regarding project status with the team members and other organizational reporting structures.
• Works with project teams to manage schedule and scope.
• Assists with creation and preparation of materials which are presented to management and board-level committees and subcommittees, particularly power point presentations and printed materials.
• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
• Participates in meetings, accounts for meeting discussion and next steps and takes ownership of follow up items as appropriate.
• Follows up with department staff, to make sure deadlines are kept.
• Utilizes appropriate resources within the institution, division and department to manage and complete each assigned task and/or project.
• Participates in preparing program’s budget, creates and monitors budget statements, assists in designing reports.
• Researches and develops internal and external communications including presentations, speaking points, correspondence and other written materials.
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the department leadership to foster strong working relationships.
• Represents the department, program or project with various level of personnel both internally and externally.
• Responds to unanticipated complex issues and manages critical and confidential information.
• Applies analytical skills, tools and techniques to improvement efforts.
• Collaborates with other system functions as required on training initiatives (e.g., IT, Quality, Analytics, Patient Experience, etc.).
• Provides calendar management support for the department; facilitates and schedules meetings, including logistics; helps set meeting priorities; communicates meeting objectives and helps identifies materials needed for meeting; distributes materials in advance of meeting as advised by leadership and exercises judgment to ensure appropriate parties attend meeting
• Participates in creating department’s targets, preparing job description, screening resumes.
• Overseas creation, design and maintenance of internal website content ensuring ease and practicality of use for targeted audience.
• Plans and executes the annual pre-medicine internship cycle including position posting, candidate selection, site coordination and placement, seminar preparation, day-to-day supervision and other operational logistics.

Additional Functions:

• May support additional projects as requested.
• Other duties as assigned.

Qualifications

Required:

• Bachelors degree
• Minimum of 3 - 5 years of relevant experience
• Strong knowledge of Microsoft Office package
• Ability to organize and think independently with orientation to deadline and detail
• Experience supporting more than one executive or manager.
• Strong interpersonal skills
• Flexible/adaptable – ability to work with diverse group of healthcare professionals in a matrix environment

Preferred:

• Healthcare experience
• Experience with project management and analysis

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.

Click on or copy and paste URL to your browser to view detailed benefits information

NorthwesternMedicine Career Page

https://jobs.nm.org/benefits

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.