Behavioral Health Administrative Assistant II

Salary range: $23.23 - $31.37 per hour. 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.

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

About the role

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

• 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 to support 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, community partnerships, and other operational functions as assigned.

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

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

Northwestern Medicine offers 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. 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.