Sinai Health System 3162 - COORDINATOR, SUHI OPERATIONS in Chicago, Illinois
The Sinai Urban Health Institute (SUHI) is a uniquely applied public health research center dedicated to improving the health of Chicago’s urban communities. SUHI uses collaborative and community-driven methods to: understand the root causes of health inequities; design and evaluate innovative approaches to improving community health and health care delivery. SUHI provides evidence-based examination of community health status and health inequities, as well as the effectiveness of behavioral, social, and disease management interventions. We are seeking an Operations Coordinator who, under minimal supervision, will be responsible for day-to-day administrative and business activities related to research and operations of SUHI. This position provides administrative support to SUHI’s President and a staff of 40+ (and growing) team, which include directors, managers, supervisors, epidemiologists, research specialists, trainers, program managers, and community health workers.
Principal Duties and Responsibilities
• Maintains effective written and verbal communications with staff and others through appropriate and considerate interactions. Models SUHI’s mission, vision and values, and maintains a high-level of discretion/confidentiality.
• Provides general administrative duties (e.g. physical and electronic recordkeeping/ file organization, gathering signatures, distributing mail, greeting visitors, way-finding, assisting with major events or special projects)
• Provides scheduling support for strategy leaders as appropriate. May attend associated meetings to take minutes.
• Ensures common areas (hallways, break-room, bathrooms, conference rooms, and supply/storage areas) are clean, stocked and in working order. Posts necessary communications on bulletin boards or in common areas.
• Initiates and tracks requests for printing, supplies, keys, environmental services, pest control, engineering, security, and mailroom. Assists with office moves as directed by Manager of Grants and Operations.
• Performs copying, filing, faxing; manages department calendars and conference room scheduling; manages department email. Responds to incoming communications, such as phone calls and emails.
• Serves as a central point for purchasing on the administrative team. Researches and purchases furniture, software, and supplies. Coordinates delivery and any assembly as necessary.
• Substantially contributes to at least one SUHI Workgroup.
• Primary timekeeper.
• Ensures completion of employee 90 day and annual review paperwork. Tracks and ensures annual compliance with training requirements, vaccinations, and TB testing.
• Collaborates with Manager of Operations in onboarding new staff and processing volunteer applications. Specifically, assists with office assignment and preparation.
• Manages all personnel records of staff, current and past
• Helps manage staff transitions (voluntary or involuntary) and subsequent office cleaning.
• Performs basic departmental accounting tasks, such as preparing and tracking purchase orders and check requests; ensures use of tax exempt letters. Picks ups and deposits checks
• Pulls monthly financial reports from Meditech for all SUHI cost centers. On a quarterly basis, verifies time allocations with staff.
• Associate degree required; Bachelor's degree preferred.
• 2 years’ experience in administrative support work preferred, in a public health, healthcare, or research setting.
Knowledge and Skills
• Able to use independent judgment and to manage and impart confidential information •
Self-starter, independent worker, highly organized
• Able to juggle many tasks simultaneously
• A strong ability to recognize and attend to priorities; timely completion of tasks without reminders.
• Excellent written and verbal communication skills, including the ability to provide clear directions
• Proficient in Microsoft WORD, Excel, Access and Power Point, and the ability to pick-up additional computer skills as needed.
• Experience in scheduling meetings and managing calendars
• Requires great attention to detail and intermediate math skills.
• Strong interest in serving your colleagues and community; contributing to SUHI’s vision for all communities to thrive in health.
• Must exhibit sensitivity to all patients and staff and be culturally competent in dealing with people from a variety of backgrounds, race/ethnicities, orientations.