Operations Coordinator, Administration, Full-time, Days

The salary range for this position is $26.36 - $34.27 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.

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 our Benefits section located at jobs.nm.org/benefits to learn more.

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.

Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Description

The Operations Coordinator, Administration 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, 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:

• Coordinates and troubleshoots 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.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory and office resources.
• Utilizes appropriate resources within the institution and department to provide consultation, education, technical, or informational services to internal and external customers.
• Participates in the development and implementation of policies and procedures pertaining to the operation of the department under the direction of department leadership.
• Coordinates all aspects of departmental/faculty calendars by coordinating meetings, conferences, teleconferences, and travel.
• Maintains adequate inventory of office supplies and orders special items as needed, always ensuring compliance with purchasing policies.
• Actively participates in hiring and termination discussions for administrative staff in the department.
• Actively participates in performance coaching/mentoring and provides regular feedback to the administrative staff in the department.
• Prepares itineraries and travel arrangements for faculty recruitment efforts.
• Provides administrative support to physician leadership within the department as required, including answering phones, screening, and directing calls, scheduling all appointments meetings, managing calendars, making travel arrangements, preparing, and delivering correspondence and maintaining confidential departmental files.

ADDENDUM

Required:

• Experience with electronic medical records and electronic imagining platforms and services

Desired:

• Basic analytics for data interpretation and internal dissemination
• Familiarity with operations and telecommunication platforms

Additional Responsibilities:

• Coordinate efficient communication with physicians within the NM system and outside providers
• Connect with outside referring hospitals to coordinate the transfer of specific medical images to the NM platform for viewing and care decisions
• Communicate status updates with NM transfer staff and external referring providers
• Track key metrics and disseminate to leadership per required cadence
• Review transfer documentation regularly to ensure accuracy for accurate analytics

Qualifications

Required:

• 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:

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

Competencies:

• Results Driven
• Collaborative
• Change Leader
• Energizes Others
• High energy professional with ‘can do’ attitude and a team spirit, combined with a great attention to detail and strong professionalism
• Outstanding team building and interpersonal skills, in complex team-oriented environments
• Savvy and personable, with strong people and communications skills
• Customer service focused
• Ability to perform well under tight project deadlines and balance competing priorities with minimal supervision

Equal Opportunity

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.

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 visit our Benefits section to learn more.