Respiratory Operations Coordinator - PFT, Full-Time, Days

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

Description

The Respiratory Operations Coordinator 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 Operations Coordinator position is responsible for higher-level operations and administrative support to service line leadership (i.e. operations managers and resource/clinical coordinators) within the organization. The incumbent performs all functional area administrative support functions in operational departments, such as staffing, scheduling, new hire onboarding, logistics and IT/Bio-med requests. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, attention to detail, and proficient Microsoft application skills (Word, Excel and PowerPoint) and be highly flexible and adaptable.

Responsibilities

• Assists with payroll processing (timecard changes, PTO requests)

• Establishes and implements processes/procedures 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, as requested, 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.

Qualifications

Required:

• Associates Degree or equivalent plus 3-5 years experience in a business office with a strong emphasis on database management and customer service.

• Proficiency in Microsoft Office, Word, PowerPoint and Excel.

• Ability to organize and think independently.

• Excellent interpersonal skills.

• Analytical and critical thinking skills.

Preferred:

• Bachelor’s degree or business equivalent and 5 years business experience.

• Experience in a healthcare setting

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 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.