Behavioral Health Administrative Assistant II

The salary range for this position is $23.23 - $31.37 (Hourly Rate)

Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section located at jobs.nm.org/benefits to learn more.

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.

Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Benefits:

• $10,000 Tuition Reimbursement per year ($5,700 part-time)
• $10,000 Student Loan Repayment ($5,000 part-time)
• $1,000 Professional Development per year ($500 part-time)
• $250 Wellbeing Fund per year ($125 for part-time)
• Matching 401(k)
• Excellent medical, dental and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

Description

Schedule: Monday-Friday - 7:30am-4:00pm

*May occasionally need to flex hours to work a longer day 7:00am-5:30pm.

Location: 12 Health Services Drive in DeKalb

Northwestern Medicine Ben Gordon Center is seeking a highly organized and professional Administrative Assistant with a minimum of 3 years of relevant office or administrative experience. The ideal candidate will have strong communication and customer service skills, experience supporting leadership teams, and the ability to manage multiple priorities in a fast-paced environment.

The Administrative Assistant II 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:

• The Administrative Secretary II provides general secretarial and administrative support to the Director of the Department and Department staff. 
• Composes and types in an accurate and timely fashion confidential correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough draft. 
• Manages telephone operations; answers, screens, and directs telephone calls. 
• 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 Director; schedules meetings and meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary. 
• Arranges travel (transportation and/or hotel) under the direction of the Director. 
• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the Director; 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. 
• Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures. 
• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports. 
• Assists the Director in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests. 
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the Director 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. 
• Provides advanced administrative and operational support to the Director of Behavioral Health Services and Ben Gordon Center leadership across multiple programs, projects, service locations, and organizational initiatives.
• Assists with committee- and board-related activities, including administrative coordination, meeting support, documentation management, and follow-up activities.
• Supports departmental funding, reporting, project administration, and business operations through document management, deadline tracking, records maintenance, and administrative coordination.
• Supports contract, agreement, and business administration activities through document routing, record maintenance, renewal tracking, filing processes, and administrative follow-up.
• Assists with monitoring departmental deliverables, action items, operational priorities, and project milestones tosupport organizational objectives.
• Supports administrative functions across multiple facilities, programs, community partnerships, and operational locations as needed to meet departmental and organizational objectives.
• Utilizes advanced business productivity, collaboration, document management, communication, and presentation software to support departmental operations, reporting, record management, project coordination, and communication activities.
• Coordinates administrative support activities for departmental meetings, trainings, site visits, communitypartnerships, and other operational functions as assigned.
• AA/EOE

Driving Requirement

• Valid driver's license and driver's abstract in accordance with Northwestern Medicine policy.
• Ability to travel between organizational facilities, community locations, business partners, and meeting locations as necessary to support departmental operations.
• Ability to transport business-related materials, supplies, equipment, and documents between business and community locations as required.

Qualifications

Required:

• Associate's degree or equivalent relevant work experience
• Minimum of three to five years’ experience in a business office environment
• Strong knowledge of Microsoft Office
• Ability to organize and think independently
• Strong interpersonal skills.  

Preferred:

• Bachelor's degree and five years of secretarial and/or business office experience
• Healthcare experience.

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) 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.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check.  Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. 

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our  Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.