Administrative Coordinator - Physician Practice

Shirley Ryan AbilityLab•Chicago, IL

About The Position

The Administrative Coordinator performs record keeping, bookkeeping, supply requisition and distribution, and scheduling activities for an assigned department. The role supports the Shirley Ryan AbilityLab’s mission, vision, and core values by contributing to team efforts and demonstrating excellence, compassion, collaboration, accountability, flexibility, sound judgment, and customer service. The position involves reception, administrative and financial support, document preparation, inventory monitoring, and meeting and travel coordination. Reporting relationships vary according to the department’s administrative structure.

Requirements

At least one year of college or equivalent post-high-school experience.
At least three years of experience in a general office environment with gradually increasing responsibility.
Intermediate proficiency with Microsoft Outlook, Word, and Excel.
Basic proficiency with Microsoft PowerPoint.
Proficiency in keyboarding.
Ability to use moderately complex PC software and office equipment, including photocopiers, fax machines, Dictaphones, calculators, and multi-line phones.
Communication and interpersonal skills to interact daily with internal and external customers in varied circumstances.
Advanced organizational skills to prioritize and complete a variety of tasks efficiently.
Ability to collaborate effectively in a team setting to maximize the quality and efficiency of operations.

Responsibilities

Answer phones and greet internal and external customers; determine the nature of their needs, secure appropriate resources, and follow up to ensure those needs are met.
Gather, sort, and file materials and maintain records and data files.
Enter charges into the billing system, including processing direct billing forms, petty cash, travel and business, and license renewal reimbursement requests.
Monitor assigned expense accounts by tracking, investigating, reporting, and resolving variances.
Prepare forms, form letters, correspondence, memos, presentations, and reports, including composing correspondence and creating spreadsheets, tables, and databases.
Monitor supplies, equipment, and forms; determine appropriate inventory levels, research vendors, and track deliveries.
Schedule meetings, appointments, conferences, and travel; prepare and distribute materials and coordinate meeting logistics as needed.
Attend meetings and compose minutes.
Perform other duties that may be assigned in the best interest of Shirley Ryan AbilityLab.