Program Coordinator - Department of Medicine

Program Coordinator - Department of Medicine

Join to apply for the Program Coordinator - Department of Medicine role at Northwestern Memorial Hospital.

Location:

Chicago, IL

Salary: $29.00 - $36.25 per hour

• $10,000 Tuition Reimbursement per year ($5,700 part-time)
• $10,000 Student Loan Repayment ($5,000 part-time)
• $1,000 Professional Development per year ($500 part-time)
• $250 Wellbeing Fund per year ($125 for part-time)
• Matching 401(k)
• Excellent medical, dental, and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

• Participates in preparing program’s budget, creating and monitoring budget statements, assists in designing reports.
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to department leadership.
• Researches and develops internal and external communications including presentations, speaking points, correspondence and other written materials.
• Participates in meetings, performs interpretation if necessary.
• Represents the department, program or project with various levels of personnel both internally and externally.
• Responds to unanticipated complex issues and manages critical and confidential information.
• Receives, screens, distributes or files all incoming correspondence and other mail.
• Maintains a sufficient inventory of all office supplies and printed forms.
• Provides calendar management support for department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports preparation and distribution of materials.
• Coordinates large scale complex events, involving multiple parties, including foreign guests.
• Maintains program vacation and sick day calendar to maintain accurate scheduling of physicians on call.
• Assists department leadership in maintaining personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
• Participates in creating department’s targets, preparing job descriptions, screening resumes.
• Assists in creating professional education development plans.
• Follows up with department staff to ensure deadlines are met.
• Utilizes advanced Microsoft Office applications to design and lay‑out presentations and reports.
• Administers and tracks expenses and allocates them to appropriate account.
• Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; serves as a liaison on behalf of department leadership to foster strong working relationships.
• Processes requests for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.
• Operationally creates, designs and maintains website and blog content ensuring ease and practicality of use for targeted audience.
• Helps in collecting feedback from clients and physicians and implementing it.
• Creates, writes, edits and posts articles, news, and program summaries to website.
• Ensures all contents and contact information are up to date.
• Participation in creating marketing strategies.
• Prepares and drafts ads as well as assists in collecting materials on media and publications.
• Manages telephone operations; answers, screens, and directs telephone calls.

• May support additional projects as requested.
• Other duties as assigned.

Required:

• Bachelor’s degree OR 4 years of directly relevant experience (project management, healthcare, or professional office environment) in lieu of degree.
• Minimum five years of experience in a business office environment.
• Strong knowledge of Microsoft Office package.
• Ability to organize and think independently with orientation to deadline and detail.
• Strong interpersonal skills.

Preferred:

• Master’s degree and five years of business/medical office experience.
• Healthcare experience.

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,…