Operations Coordinator Trainer Support Administration Days Full Time

The salary range for this position is $27.15 - $39.43 (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

• Hours: 40 hours per week
• Days Schedule: 8:00 AM - 4:30 PM (Start Time Varies - Based on Training Schedules) (Works Monday - Friday and Works Holidays) (On-site Position) 
• Location: Feinberg/Galter; FL BS

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.

Description

•      Supports the onboarding of new Support Services staff

o     Secures rooms and required equipment for events

o          Prepares sign in sheets for training classes

o          Ensures handouts and supplies are prepared

o          Prepare new hire files with all appropriate onboarding documentation

o          Assists with training classes

o          Conducts new hire competency assessments and ensures staff are fully competent prior to schedule assignment

o          Provides assistance with LMS training to ensure new hires complete the course work within 30 days of hire

o          Conducts touch base meetings with new hires at 7, 30 and 90 days. Encourages staff to participate in 7, 30 and 90 day engagement surveys.

•      Maintains training records

o          Maintains sign in sheets and logs all training in appropriate software

o          Ensures proper preparation of new hire files

•      Assist with retraining as needed

•      Assists with oversight of the Staff Mentor Program

o          Conducts competencies on the individuals identified as Staff Mentors

o          Assists with the oversight and management of the program

•      Oversees annual retraining for each job skill

o          Manages the timeline and ensures that all competencies are appropriate and received in a timely manner from the operational team.

o          Conducts annual Resource Coordinator competency for each job skill prior to annual training implementation

•      Material Development: Develops and edits training and project materials, such as presentations, job aids, training guides, and eLearning materials under the direction of the Service Excellence Manager.

•      Promotes a positive climate and provides resources for learning that facilitate the life-long adult learning process.

•      Follows all departmental policies and procedures. Ensures that staff comply with policies and procedures. Assists in policy and procedure development, implementation, and review process.

•      Keeps costs in line with approved budgetary amounts.

 

Additional Functions

 

•      Maintaining confidentiality of employee and/or patient information.

•      Keeps current on support services protocols and industry principles.  

•      Sensitive to time and budget constraints.

•      Other duties as assigned.   

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.

Equal Opportunity

All your information will be kept confidential according to EEO guidelines.

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 visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): 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 at NM may be eligible depending upon the job family.