About the job
The Program Coordinator plays a vital role in embodying the mission, vision, and values of Northwestern Medicine. This position is committed to upholding the organization’s Code of Ethics and Corporate Compliance Program while adhering to all relevant policies, procedures, guidelines, and regulatory standards.
Key Responsibilities:
- Assist in the development and management of the program budget, generating and analyzing budget statements, and crafting informative reports.
- Ensure accuracy in budget and general ledger details; identify discrepancies and communicate them to department leadership; possess a thorough understanding of departmental and organizational financial policies; generate purchase orders and process invoices for payment.
- Create and enhance internal and external communications, including presentations, talking points, and written correspondence.
- Engage in meetings and provide interpretation as needed.
- Act as a representative for the department, program, or project while interacting with personnel at various levels both internally and externally.
- Address unexpected complex issues while managing sensitive and confidential information.
- Organize, screen, and distribute incoming correspondence and mail.
- Maintain an adequate supply of office materials and printed forms.
- Provide calendar management support for department leadership; coordinate and schedule meetings; reserve meeting spaces; arrange catering; confirm attendance; and assist in the preparation and distribution of necessary materials.
- Oversee coordination of large-scale complex events, including those involving international guests.
- Manage the program’s vacation and sick leave calendar to ensure accurate physician scheduling.
- Support department leadership in maintaining personnel files, mandatory certification/liscensure lists, and tracking continuing education requests for staff.
- Contribute to the establishment of departmental goals, preparation of job descriptions, and screening of resumes.
- Assist in the development of professional education plans.
- Follow up with department personnel to ensure adherence to deadlines.
- Utilize advanced Microsoft Office applications to design presentations and reports.
- Manage and track expenses, ensuring allocation to appropriate accounts.
- Update procedure manuals and ensure staff are informed of procedural changes.
- Communicate clearly (both verbally and in writing) with a diverse range of departments, employees, vendors, and physicians, serving as a liaison for department leadership to foster strong relationships.
- Process requests for new employee resources such as office space, passwords, supplies, phone and voicemail setup, and other necessary resources.