Operations Coordinator, Administration, Full-time, Days

The Operations Coordinator Administration reflects the mission vision and values of NM adheres to the organizations 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 departments 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:

• Bachelors 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

Additional Information :

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.