Medical Staff Coordinator - Warrenville, IL - FT

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POST DATE 8/26/2016
END DATE 7/19/2017

Northwestern Memorial Healthcare Warrenville, IL

Warrenville, IL
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Associates Degree



The Medical Staff Coordinator assists the chief of staff, treasurer, manager and committee chairs in fulfilling required functions and coordinates medical staff meetings and special affairs. This position also assists credentials staff with various credentialing activities. Assist Chief of Staff and manager by providing administrative and secretarial support. Maintain calendars and schedule meetings. Maintain medical staff account: payables, receivables, bill, collect and deposit dues. Also, collect and deposit hospital application and other fees collected by the department (at $400K annually). Attend meetings and provide key staff or other support to various committees and forums, including but not limited to, the medical staff quarterly meetings and patient care, physician health and medical ethics committees. Provide administrative and clerical support to committee chairs. Schedule meetings and maintain calendars, reserve space, catering and audiovisual equipment, schedule presenters and guests, prepare agendas and meeting materials, prepare slides or presentations, take and transcribe minutes, perform follow-up as required by committee actions, maintain meeting attendance. Provide first department contact and customer service to guests. Answer telephones. Answer inquiries often of a sensitive nature, from the general public, medical staff, hospital departments, and related organizations. Identify and route as appropriate. Assist Chief of Staff with patient complaints about physicians. Record, track, and maintain files. Handle special projects and provide services for physicians: maintain committee memberships and attendance, deposit application fees, notary public service, lockers, lab coats, ID requests, Crusade of Mercy, ticket distribution, etc. Assist with other assigned responsibilities such as preparing reports for the board of directors and other customers, agendas, meeting materials, distribution. Assist with planning and organization of special functions such as annual reception, annual Board-sponsored medical staff dinner meeting, physician welcome breakfast and doctor's day luncheon including printing and mailing invitations, tracking responses, writing and printing programs. Assist with various credentialing and re-credentialing tasks, scanning of credentials, file audits. Transcribe/type letters, reports, other documents, prepare slides or presentations, often of a confidential nature, and from a variety of instructions. Prepare and maintain confidential records/files in accordance with accrediting and regulatory requirements. File documents, reports, publications, applications, minutes. Close out credentials files of terminated physicians. Transfer select records to archives. Maintain permanent records of all archived files. Open, sort, date stamp, screen and distribute daily mail. Monitor office supplies and order in timely manner. Oversee medical staff lounge. Identify problems and follow-up with appropriate departments through to correction. Other duties as assigned. AA/EOE



Associate degree or 2 years of college

3-5 years administrative or secretarial experience in an administrative environment

Strong knowledge of Microsoft Office products

Ability to record concise and accurate minutes

Excellent interpersonal, customer service, and communication skills (oral and written)

Notary public


Bachelor's degree

1-3 years in medical staff administration