Operations Administrative Support - Acute Care, Full-Time, Days

Job Description

The

The Operations Administrative Support position is responsible for higher-level operations and administrative support to service line leadership (i.e. operations managers and resource/clinical coordinators) within the organization. The incumbent performs all functional area administrative support functions in operational departments such as staffing, scheduling, new hire onboarding, logistics and IT/Bio-med requests. The incumbent will work as part of team and demonstrate superior organization skills, strong interpersonal and communication skills, and attention to detail proficient Microsoft application skills (Word, Excel and PowerPoint) and be highly flexible and adaptable.

• Assists with payroll processing (timecard changes, PTO requests).
• Establishes and implements processes/procedures for operational management of the office.
• Responsible for staff schedule management and related processes (generating schedules, entering schedule changes, etc.)
• Responsible for initiation and coordination of new hire onboarding (i.e. paperwork, IT access, uniform, lockers, pagers, etc.). Tracks and maintains ELM compliance and CPR/certifications for office.
• Manages documentation required for accreditation and societies.
• Maintains a sufficient inventory of all office supplies and printed forms.
• Independently plans and executes activities such as meeting scheduling, room scheduling, signage, catering, support staff/equipment, and preparation/distribution of notifications, in support of projects/meetings as appropriate.
• Assists with creation, generation and preparation of materials for committees and subcommittees, as requested, particularly Powerpoint presentations and printed materials.
• Prepares, copies, mails, files documentation accurately and maintains security and confidentiality of highly sensitive information.
• Utilizes appropriate resources and coordinates activities with campus partners and within the institution, division and department to manage and complete each assigned task and/or project.
• Develops and maintains relationships with all customer and suppliers, especially vendors who support equipment within the department.
• Provides support to Service line Director and Division Vice President as needed.
• Acts in Secretary Role for designated meetings and transcribes meeting content.
• Conducts internet research and identifies relevant topics based upon assignment.
• Responsible for patient schedule management and related processes (generating schedules for therapists, entering schedule changes, etc.).
• Maintainsa sufficient inventory of all therapy supplies/equipment and printed forms.
• Supportsscheduling and timely completion of midyear and end of year performance reviews for department.
• Responsiblefor review of charge reconciliation and associated work queues.
• Performs other duties as assigned.

AA/EOE

Qualifications

• Associate's degree or equivalent plus 3-5 years experience in a business office with a strong emphasis on database management and customer service.
• Proficiency in Microsoft Office, Word, PowerPoint and Excel.
• Ability to organize and think independently.
• Excellent interpersonal skills.
• Analytical and critical thinking skills.

• B.A. degree or business equivalent and 5 years business experience.

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.