Administrative Assistant Full Time Rotating Shifts, Marianjoy - Northwestern Memorial Healthcare

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  Administrative Assistant  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.

Responsibilities include the coordination of workload, scheduling meetings, MSOW support, gathering and original source verifying practitioners' expirables, problem solving, organizing and completing projects and performing general clerical duties

RESPONSIBILITIES:

• Presents a friendly, approachable, professional demeanor and appearance.
• Provides accurate information and timely information to providers, provider practices and customers. Addresses questions and concerns promptly, or identifies appropriate person and resources to do so.
• Uses effective service recovery skills to solve problems or service breakdowns when they occur.
• Demonstrates teamwork by helping co-workers within and across departments. Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contributions of others.
• Uses organizational and unit/department resources efficiently.
• Manages work schedule efficiently, completing tasks and assignments on time.
• Contributes to opportunities and processes for continuous improvement.
• Participates in efforts to reduce costs, streamline work processes, improve and grow services we provide.
• Serves as primary support for providers and clinical offices who have questions related to MSOW.
• Serves as primary contact for all incoming telephone inquiries. Answers callers' inquiries in a polite, professional and comprehensive manner.
• Communicates messages appropriately and clearly to all staff members.
• Is customer-oriented and able to communicate and work effectively with all levels of staff and department customers. Communicates effectively and works cooperatively with department team members as well.
• Is responsible for all expirables including but not limited to licensure, malpractice, board and other certification.
• Runs requisite data integrity reports regularly and resolves data inconsistency issues. Seeks direction when data uncertain. Makes recommendation for new data integrity reports based of experience in the system.
• Launches all new appointment processes and coordinated associated reappointment processes with appropriate medical staff office.
• Creates reports as needed to fulfill requests. Directs those reports requiring additional complexity to the data analyst.
• Is responsible for scanning and archiving all board and related letters into the MSOW product and updating the system as appropriate to reflect any changes that might affect admitting privileges or patient care responsibilities.
• Provides support for non-hospital credentialing and re-credentialing activity as assigned.
• Provides support for graduate medical education trainee rotations.
• Assists in cost containment through appropriate ordering and conserving of supplies and equipment.
• Provides backup support in absence of a medical staff administrative specialist
• Learns elements of the CVO and MSO roles sufficiently to provide cross coverage as needed.
• Participates in professional growth and development activities and shares knowledge from continuing education programs with co-workers.
• Seeks out and obtains learning opportunities.
• Demonstrates the ability to be flexible, organized and function under stressful situations.
• Demonstrates confidence and success with multiple, high level, confidential and time-sensitive tasks.
• Actively participates in all general staff meetings
• Assists in projects determined by director (or designee)
• Performs other duties as assigned

Required:

• 3 to 5 years of administrative support or process management experience or evidence having secured/current enrollment of an Associate’s or Bachelor’s degree
• Demonstrated ability to multitask, use databases and technology with facility

Preferred:

• Bachelor’s degree

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.