Advanced Practice Provider Program Coordinator, Full-time, Days

Northwestern Memorial Healthcare • Lake Forest, IL

10d

About The Position

The Program Coordinator supports Northwestern Medicine’s mission, vision, and values and complies with organizational policies, ethics, and applicable regulatory and accreditation standards. The role provides administrative, financial, communications, event, personnel, and program coordination support, including budget monitoring, report and presentation development, purchasing and invoice processing, scheduling, records maintenance, and liaison work with employees, physicians, vendors, and other departments.

For the NHN Office of Advanced Practice, the coordinator supports initiatives related to APP professional development, continuing education, onboarding, fellowships, student experiences, pipeline programs, and recognition activities under the direction of the NHN APP Director of Professional Practice and Development. This includes coordinating orientation and onboarding logistics, fellowship and student processes, shadowing experiences, internship programs, education agreements, APP communications and distribution lists, website content, and program metrics.

Requirements

• Bachelor’s degree, or four years of directly relevant experience in project management, healthcare, or a professional office environment in lieu of a degree.
• At least five years of experience in a business office environment.
• Demonstrated proficiency in Excel, Word, and PowerPoint; strong knowledge of the Microsoft Office package.
• Organizational and problem-solving skills, excellent oral and written communication skills, and strong interpersonal skills.
• Ability to establish and maintain working relationships with peers and constituents at all organizational levels.
• Critical-thinking skills and initiative.
• Ability to organize and think independently, with attention to deadlines and detail.

Nice To Haves

• Knowledge of the DMAIC process, or willingness to learn.
• Executive administrative and/or project management experience.
• Healthcare experience.
• Master’s degree and five years of business or medical office experience.

Responsibilities

• Participate in preparing program budgets, create and monitor budget statements, assist with report design, review budget and general ledger details for accuracy, identify and report variances, create purchase orders, and process invoices and expense reimbursements.
• Research and develop internal and external communications, including presentations, speaking points, correspondence, and other written materials.
• Participate in meetings, provide interpretation when necessary, and represent the department, program, or project with internal and external personnel.
• Respond to complex unanticipated issues and manage critical and confidential information.
• Receive, screen, distribute, and file incoming correspondence and mail; maintain inventory of office supplies and printed forms.
• Provide calendar management and meeting support, including scheduling, room reservations, catering, attendance confirmation, and meeting materials.
• Coordinate complex events involving multiple parties, including foreign guests.
• Maintain program vacation and sick-day calendars to support accurate physician on-call scheduling.
• Assist department leadership with personnel files, certification and licensure lists, continuing-education requests, department targets, job descriptions, resume screening, and professional education development plans.
• Follow up with department staff to ensure deadlines are met.
• Use advanced Microsoft Office applications to design and lay out presentations and reports.
• Administer and track expenses and allocate them to appropriate accounts.
• Maintain procedure manuals and communicate procedural changes to staff.
• Communicate with departments, employees, vendors, and physicians and serve as a liaison for department leadership.
• Process requests for new employee office space, passwords, supplies, phones, voicemail, mail delivery, and other resources.
• Oversee creation, design, and maintenance of website and blog content; collect feedback from clients and physicians; create, edit, and post articles, news, and program summaries; and keep content and contact information current.
• Participate in creating marketing strategies, draft advertisements, and assist with collecting media and publication materials.
• Manage telephone operations by answering, screening, and directing calls.
• Coordinate APP Day One Orientation with APP leaders and other departments, including onboarding communications, presentations, rosters, databases, supplies, attendance, and room reservations.
• Coordinate APP fellowships and pipeline programs, including communicating openings, coordinating interviews and rotations, tracking timelines, collecting feedback, and maintaining records.
• Coordinate student experiences, including account and badge creation, orientation, learning modules, required records, placement and employment records, and communication with schools and clinical leaders.
• Facilitate creation and updating of education affiliation agreements with Professional Development Program Managers for NMH/NMG.
• Coordinate APP shadowing and observation experiences and support Pre-PA summer and gap-year internships.
• Support APP employee recognition initiatives and events, including award nominations and APP Week activities.
• Support APP Leadership Committee and subcommittee work; coordinate communications such as the NHN APP Newsletter; maintain APP distribution lists and the APP website; and run reports and retrieve existing program metrics.
• Support additional projects as requested and perform other duties as assigned.

Benefits

• Competitive benefits, including tuition reimbursement, loan forgiveness, and 401(k) matching.
• A wide range of benefits intended to support employees’ physical, emotional, and financial well-being and provide protection for unexpected life events.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level