About the job
The Administrative Coordinator embodies the mission, vision, and values of Northwestern Medicine (NM), adhering to the organization's Code of Ethics and Corporate Compliance Program while complying with all relevant policies, procedures, guidelines, and other regulatory and accreditation standards.
Key Responsibilities:
- Perform high-level technical and administrative tasks independently to support the division or unit.
- Act as a project manager for various special initiatives; conduct in-depth studies and analyses to recommend solutions for organizational, procedural, and system challenges.
- Develop and refine systems and procedures by evaluating operating practices, record-keeping systems, form controls, inventory management, and office layouts. Implement improvements autonomously within your areas of responsibility.
- For issues beyond your scope, suggest recommendations and, upon managerial approval, oversee the implementation of changes.
- Utilize organizational software tools to research and prepare essential documents and presentations.
- Collect, analyze, and manage relevant data effectively.
- Manage calendars, prioritize meeting schedules, set objectives, and identify required materials to ensure proper attendance and outcomes.
- Screen incoming communications via email, mail, and phone, prioritizing and routing as necessary, while identifying additional resources to address inquiries.
- Independently plan and execute events, activities, and meetings.
- Assist in the creation, preparation, and distribution of materials for presentation to staff at all organizational levels.
- Review, research, and route correspondence, ensuring the confidentiality and security of sensitive information.
- Draft responses on behalf of the director or department as needed.
- Build and maintain strong relationships with all internal and external stakeholders, including patients, providers, staff, and vendors.
- Attend meetings to record discussions and key conclusions.
- Perform other duties as assigned.