At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

The Operations Coordinator reflects the mission, vision, and values of NM, 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.

Description

• 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.

COMPETENCIES / PERFORMANCE EXPECTATIONS

• Please refer to NMHC Performance Standard 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.

The Sports Medicine Operations Coordinator provides support to the head team physician, as well as the Sports Medicine department including athletic trainers and performance nutrition dieticians. This role works closely with Northwestern University Athletics Department and Student Athletes. This role will be required to assist but not limited to: Answering phones, email correspondences, scheduling meetings, managing calendars, working in EPIC, making travel arrangements, preparing and delivering correspondence and maintaining confidential departmental files.

• Support Head Team Physician
  •  Serve as the Administrative Assistant to the Head Team Physician
    • Managing Outlook Calendar and Epic Template
  • Schedule meetings and interviews on his behalf
  • Assist with coordinating a few larger meetings a year
    • Arranging location and food
  • Scheduling patients in EPIC
  • Submit expense reports

• Clinic Operations:
  • Checking patients in
    • Head team physician and other sports medicine physicians

• Confirming patients are registered in EPIC correctly
  • Flags, Insurance, Consent forms
• Ensure exam room is ready to go for clinic
  • Coordinate with cleaning team when needed
• Manage inventory and stock supplies for Physician’s clinic and general office supplies

• Office Operations
  • Mail:
    • Pick up and review mail for all of sports medicine
  • Contact List:
  • Maintain NM Sports staff phone/contact list
  • Order business cards for staff upon request
  • Larger staff meetings – take notes

• Other duties
  • When time allows
    • Help support Athletic Training Staff and Performance Nutrition Staff
      • Scheduling interviews
      • Arranging flights and other transportation
      • Reserving conference rooms
  • Other duties as assigned by Head team Physician, Director of Operations, and Practice Manager.

• If applicant has a healthcare professional license, additional duties may include clinical care in sports medicine, physician clinical support and clinical operational responsibilities such as ordering clinical supplies, assessing vital signs and care coordination and/or other clinical duties as consistent with licensure.
• Preferred – RN or ATC

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:

• Bachelor's degree.
• Experience in collaborating with academic physician leaders.
• RN or ATC

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.