Program Coordinator Office of Corporate Governance
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POST DATE 8/26/2016
END DATE 7/19/2017
Northwestern Memorial Healthcare
JOB DESCRIPTIONESSENTIAL FUNCTIONS:
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. Overseas 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. Additional Functions, May support additional projects as requested. Other duties as assigned.
Addendum 2 Program Coordinator, Corporate Governance
Assist in the planning, preparation and execution of board and committee meetings.
Assist with assembling and posting board and committee meeting books and presentations.
Maintain board and committee directories/ distribution lists/ director and officer lists.
Handle requests from board members, senior management and staff for information and materials.
Maintain current - and catalogue prior - bylaws for all NM entities.
Maintain electronic files of board and committee meetings materials, including executed minutes and resolutions.
Provide support on recurring and/or ad hoc projects.
Exceptional communication skills.
Strong writing ability and attention to detail.
Inspires trust and confidence.
Strong and motivated work ethic.
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.
Masters Degree and five years of secretarial and/or business office experience.