Operations Coordinator Administration Operations Support Administrative Full Time Rotating Hybrid

Operations Coordinator Administration

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 healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

The Operations Coordinator, Administration is critical in coordinating the daily operations of administrative support services. The coordinator plays a key role in the overall coordination of the department's office services including communicating across the organization on behalf of departmental leadership. Such coordination may involve collecting and analyzing information prior to presenting to management; preparing reports; expediting work results; and, establishing and revising work procedures while utilizing a variety of technological applications. This position will also involve preparing information related to personnel management.

Responsibilities include:

• Coordinating and troubleshooting administrative efforts of the academic office for physician and administrative leadership by handling the diverse needs of the department including those related to facilities, information systems, communications, and office equipment.
• Creating and revising systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory and office resources.
• Utilizing appropriate resources within the institution and department to provide consultation, education, technical, or informational services to internal and external customers.
• Participating in the development and implementation of policies and procedures pertaining to the operation of the department under the direction of department leadership.
• Coordinating all aspects of departmental/faculty calendars by coordinating meetings, conferences, teleconferences, and travel.
• Maintaining adequate inventory of office supplies and ordering special items as needed, always ensuring compliance with purchasing policies.
• Actively participating in hiring and termination discussions for administrative staff in the department.
• Actively participating in performance coaching/mentoring and providing regular feedback to the administrative staff in the department.
• Preparing itineraries and travel arrangements for faculty recruitment efforts.
• Providing administrative support to physician leadership within the department as required, including answering phones, screening, and directing calls, scheduling all appointments, managing calendars, making travel arrangements, preparing, and delivering correspondence and maintaining confidential departmental files.

Required qualifications include:

• A minimum of three years of experience in an administrative role within academic healthcare.
• Proficiency in use of office-based technologies/software and maintaining data in enterprise-wide systems, particularly Microsoft Office software and PeopleSoft.

Preferred qualifications include:

• Bachelor's degree.
• Experience in collaborating with academic physician leaders desired.

Northwestern Medicine is an affirmative action/equal opportunity employer 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.

If we offer you a job, we will perform a background check that includes a review of any criminal convictions. A conviction does not disqualify you from employment at Northwestern Medicine. We consider this on a case-by-case basis and follow all state and federal guidelines.

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.