Program Coordinator

Job Description

The

• Participates in preparing programs budget, creates and monitors budget statements, assists in designing reports.
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the department leadership; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.
• Research and develop 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 level 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 the department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.
• Coordinates large scale complex events, involving multiple parties, including foreign guests.
• Arranges national and international travel, supports in obtaining visas, organizes transfer, hotel booking.
• Maintains department vacation and sick day calendar.
• Assists the department leadership in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
• Participates in creating department targets, preparing job description, screening resumes.
• Assists in creating professional education development plans.
• Follows up with department staff, to make sure deadlines are kept.
• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
• Participates in preparing programs budget, creates and monitors budget statements, assists in designing reports.
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the department leadership; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.
• 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; and serves as a liaison on behalf of the department leadership to foster strong working relationships.
• Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.
• Oversees creation, design and maintenance of website and blog content ensuring ease and practicality of use for targeted audience.
• Helps in collecting feedback from clients and physicians and implement 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.
• Composes and types in an accurate and timely fashion confidential correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough draft.
• May support additional projects as requested.
• Other duties as assigned.

Qualifications

• Bachelor's degree.
• Minimum of five years experience in a business office environment.
• Strong knowledge of Microsoft Office package.
• Ability to organize and think independently with orientation to deadline and detail.
• Experience supporting more than one executive or manager.
• Strong interpersonal skills.

• Master's degree and five years of secretarial and/or business office experience.
• Healthcare 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.