Shift: Full time, Days

Under general supervision, provides secretarial and administrative support services such as composing correspondence, screening visitors and telephone inquiries, preparing reports and conducting special or on-going projects as assigned, and assisting the department head and management team in daily operations.

1. Prepares and/or formats or compiles a variety of departmental administrative and operational reports, statements, charts, statistics, proposals and presentations. Researches and obtains required data, determines appropriate tracking method in conjunction with manager, and develops processes for accurate maintenance and reporting of data, records and associated reports.

2. Receives and screens all internal and external telephone calls, visitors and vendors recording and/or relaying messages for the department head, managers and/or other department personnel. Responds to department specific inquiries concerning services offered or the administrative and daily operational activities of the department. Answers questions, referring to established policies and procedures, or by obtaining additional information from other resources.

3. Composes and formats a wide range of correspondence, including but not limited to letters, lists, forms, tables and charts which often are confidential in nature. Oversees appropriate methods and processes for internal and external distribution of correspondence/records. May record, type and distribute meeting minutes. Reviews, proofreads, and edits correspondence and reports for accuracy, grammar and compliance with procedures or instructions. May provide a variety of administrative support functions for various Corporate Committees.

4. Establishes, maintains, and revises record keeping and filing systems; classifies, sorts, and files correspondence, articles, records, and other department/operations related documents. Maintains department policy and procedure manuals including coordination and distribution of updates. Maintains department records including budgetary records and any required education, training, licensure/certifications, performance management documentation and review of weekly timesheet and processes as appropriate. Follow-ups with department personnel sending reminder notices and tracking the status of all required action items.

5. Provides daily operations support by ordering and maintaining regular and specialty item department supplies. Reviews and researches status of purchase orders, submits and tracks department supply and various vendor order expenses ensuring accurate account coding. Responsible for processing, researching and tracking department invoices and may reconcile the monthly department budget. Obtains and verifies appropriate approval signatures where required. May submit and coordinate work orders for employee telephone, computer, office resets, minor equipment/furniture installations, and coordinates general cleaning, repair or maintenance of department office space. May oversee appearance and compliance standards for common department areas including reception, storage and break/kitchen areas.

6. Oversees department specific special projects and assumes functional responsibilities as assigned. Coordinates with internal departments and/or vendors to review and obtain status updates, obtain and communicate information to the department(s) and monitor project deliverables.

7. Performs a variety of secretarial duties for the manager and/or department including opening, sorting, and distributing mail, preparing mailing lists and mass mailings, arranging and scheduling meetings, appointments and interviews. Completes travel arrangements, and maintains personal calendars for manager(s). Coordinates special department events/outings, including scheduling conference rooms and ordering special equipment or food.

8. Adheres to all Northwest Community Hospital standards, policies, and procedures.

Qualifications

1. The level of knowledge normally obtained through the completion of four years of high school or the equivalent including coursework in typing, transcription, and office management.

2. Three years of progressively responsible administrative office experience.

3. Proficient word processing and excel skills required.

4. Experience with Microsoft office preferred.

5. The analytical ability to gather and prepare accurate data and appropriately prepare reports.

6. The organizational skills to complete multiple tasks while remaining flexible, and to perform work assignments under minimal supervision despite distractions and interruptions.

7. A high level of interpersonal and communication skills to interact effectively with customers, hospital staff, physicians, vendors, patients and/or members of the community.

8. Ability to use independent judgment to complete tasks.

9. Ability to utilize various office support technologies (i.e. facsimile machine, paging systems, projectors, computer and audio-visual equipment, scheduling systems, etc.).

The following represents a list of additional functional department duties:Neurovascular Surgery/Stroke Program

1. Process patient charges for clinic visits as well as physician consultations.
2. Collect critical information from electronic patient files for presentation at various conferences.
3. Project manages special events for the Interventional Program.
4. Creates and maintains department and physician master schedules.
5. Communicates master schedule to appropriate departments.
6. Coordinate inquires regarding IRB function. Maintain ongoing dialogue with protocol principal investigators.
7. Follow-ups on documentation/orders sent to physician for signature.

PHYSICAL REQUIREMENTS:
1. Requires very little physical effort. Rarely required to walk or stand for prolonged periods. May require occasional lifting or moving lightweight material, or rarely lifting or moving average weight material.
2. The flow of work and character of duties involves normal mental and visual attention much or all of the time.
WORKING CONDITIONS:
1. Typical office working conditions. Absence of disagreeable elements. Probability of injury is remote

About Us
Serving Chicago's northwest suburbs since 1959, we are an independent, not-for-profit healthcare system dedicated to providing outstanding care in the communities we call home. Our comprehensive, patient-centered system of care has dozens of locations throughout the area.
Our award-winning care has been recognized on a national level. Some of our top awards include:

• America's 250 Best Hospitals™ Award recipient for three years in a row from Healthgrades®
• Magnet® designation for nursing excellence, received consecutively since 2006
• The Joint Commission's Gold Seal of Approval and Comprehensive Stroke Center designation

Our team includes:

• 4,000 employees
• 1,200 physicians on staff
• 200 primary are and specialty physicians

Annually, we treat an average of 20,000 inpatients and provide:

• 350,000 outpatient visits
• 76,000 emergency department visits
• 38,000 home care visits
• 2,700 newborn deliveries

A growing healthcare system
Over the years, we have continued to grow to meet the area's changing needs. Today, we're a world-class healthcare provider that combines compassionate care with a healing environment, cutting-edge clinical expertise and state-of-the-art facilities, including:

• A 509-bed hospital, including the South Pavilion with 200 private rooms
• The William J. and Marian H. Busse Center for Specialty Medicine, an eight-floor facility housing physician offices, medical specialty services and advanced diagnostic technology
• A Level III NICU, Level II Trauma Center and a dedicated pediatric emergency department
• Five Immediate Care Centers, in Buffalo Grove, Kildeer, Mount Prospect, Palatine and Schaumburg
• 23 physician offices in Arlington Heights, Buffalo Grove, Kildeer, Mount Prospect, Palatine, Rolling Meadows and Schaumburg
• Nine outpatient imaging locations that provide advanc emergency department
• Five Immediate Care Centers, in Buffalo Grove, Kildeer, Mount Prospect, Palatine and Schaumburg
• 23 physician offices in Arlington Heights, Buffalo Grove, Kildeer, Mount Prospect, Palatine, Rolling Meadows and Schaumburg
• Nine outpatient imaging locations that provide advanced imaging technology, including MRI, CT, ultrasound, X-ray and 3D mammography
• 13 clinical laboratory sites in seven suburbs and at the hospital
• 33-bed acute inpatient rehabilitation unit and seven outpatient rehabilitation centers
• The Wellness Center, a premier health and fitness center and spa on the NCH campus
• A full-service, retail pharmacy on the hospital campus