Administrative Coordinator-Residency Program Part-time

Administrative Coordinator

The Administrative Coordinator position reflects the mission, vision, and values of Northwestern Memorial. It 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 Administrative Coordinator is responsible for higher-level administrative support to the Residency Program and must use independent judgment and authority to execute projects and maintain workflow. The incumbent will work as part of a team and demonstrate superior organization skills, strong interpersonal and communication skills, attention to detail, proficient Microsoft application skills (Word, Excel and PowerPoint) and be highly flexible and adaptable.

• Prepares documents and manages data using NM software applications including Microsoft Office.
• Manages calendar; sets meeting priorities; identifies objectives of meetings and materials needed; exercises judgment to ensure appropriate parties attend meetings.
• Screens incoming email, mail and telephone calls to assign priority and identify additional resources to manage caller’s needs.
• Independently plans and executes activities such as room scheduling, signage, catering, support staff and equipment, and preparation and distribution of notifications, in support of projects and meetings as appropriate.
• Assists with creation and preparation of materials, including PowerPoint presentations and printed materials, presented to management, committees and subcommittees.
• Prepares, copies, mails, files documentation accurately and maintains security and confidentiality of highly sensitive information.
• Authors responses on behalf of the Director or department.
• Performs other duties as assigned.
• Utilizes appropriate resources within the institution, division and department to manage and complete each assigned task and/or project.
• Develops and maintains relationships with all customers and suppliers, especially vendors who support equipment within the department.
• Provides support to the Division Vice President as needed.
• Transcribes meeting content for designated meetings.
• Conducts internet research and identifies relevant topics based upon assignment.

Required

• Associate’s Degree or equivalent relevant (administrative) experience.
• 3-5 years of experience in a business office with a strong emphasis on database management and customer service.
• Knowledge of Microsoft Office, PowerPoint and Excel.
• Ability to organize and think independently. Excellent interpersonal skills.

Preferred

• B.A. degree or business equivalent and 5 years business 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, veteran status, disability, sexual orientation or any other protected status.

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If 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 (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.

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.

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.