The Lurie Children’s Healthy Communities team is responsible for aligning the Medical Center’s clinical, research and education expertise with its community outreach initiatives. This team provides oversight for the development and implementation of Community Health Needs Assessment and Implementation Plans and partners with leaders across the Medical Center to work towards an overall goal of improving health equity for children in Chicago.
The Administrative Coordinator oversees, coordinates, and supports the work efforts of Healthy Communities staff and leadership to ensure a productive work environment, including coordination of various administrative duties and responsibilities as assigned by the Executive Director, Medical Director, and Director of Operations. This position acts as the primary resource for problem solving for the Director of Operations and identifies opportunities for performance improvements to ensure success of Healthy Communities strategic plan, ensuring alignment with the Community Health Needs Assessment (CHNA), annual goals, and organizational mission.
1. Coordinates day-to-day office tasks such as ordering office and project supplies, ensuring that office equipment is in good working condition, assisting staff with resolving problems or issues "of the moment," handling work orders and facilities requests for staff and new hires including move requests, technical set-up, installations, etc. Completes necessary requisitions and related documentation consistent with Hospital policies and procedures.
2. Coordinates and supports department events, committees and workgroups; including the Healthy Communities Advisory Committees, Schools Team, Chicago Youth Programs Board, Physicians Advocacy Board, and various project workgroups. Responsibilities include reserving conference space, emailing meeting requests and reminders, developing and distributing meeting materials, compiling agendas, taking and drafting minutes, and tracking follow up to meeting decisions.
3. Monitors cost center accounts and grant/philanthropic funds when assigned by the Director of Operations consistent with approved budgets. Responsibilities include preparing and submitting invoices, check requests, purchase orders, supply requisitions, data entry, tracking, and reconciliation. Informs Director of Operations of variance situations, taking appropriate action to correct errors and/or follow-up with Lurie Children’s Administrative Departments (e.g., Finance, Fund Accounting, Purchasing, and Foundation) to resolve questions or concerns.
4. Maintains department and Director-level leadership calendars, including scheduling meetings, coordinating speaking engagements, and arranging travel.
5. Processes and coordinates sponsorships and ticketing for various partner events, including tracking of related budget, monitoring utilization, and communicating invitations and logistics with attendees.
6. Facilitates collection, monitoring and reporting of administrative, project and evaluation data, including maintaining the Healthy Communities Outreach Database.
7. Implements activities in support of Healthy Communities communication plan, including assisting with social media, website content updates, and other related tasks. Manages Healthy Communities department email and phone; triaging requests, prioritizing follow-up, and forwarding to designated staff when appropriate.
8. May assist with oversight, including interviewing, onboarding and supervision, of undergraduate, graduate, and medical students through college and university partnerships to develop various projects that align with Healthy Communities strategic plan and Lurie Children’s Community Health Needs Assessment.
9. Other job functions as assigned.
1. High School diploma or equivalent required; Associate Degree or equivalent educational courses in Health Administration, Office Management, Business, or related field preferred.
2. Minimum three years general office and administrative support required with preference given to progressive administrative responsibilities; experience with project planning and management preferred.
3. Excellent organizational skills required; analytical ability, understanding of data management and data analysis preferred; ability to establish priorities and react promptly to a large variety of requests and needs, sometimes on short notice.
4. Extensive knowledge and experience with high proficiency skills in Microsoft applications, such as Word, Excel, PowerPoint, and SharePoint with the ability to operate standard office equipment (e.g., copy/scanner/fax machine, phone system, etc.). Ability to type at least 40 wpm is preferred.
5. Excellent interpersonal and oral/written communication skills and demonstrated ability to collaborate with individuals from different backgrounds and disciplines.
6. Ability to take initiative and work independently.
7. Flexibility to work on evenings and weekends.
8. Commitment to health equity, diversity and inclusion, evidence-based policy, data-driven advocacy and community-driven processes.