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Trinity Health Department Coordinator - Cardiology in Maywood, Illinois

The Department Coordinator provides general administrative support to the Chairperson of the Department. Assists with meeting planning, travel arrangements, and maintaining calendars. Prepares routine and advanced correspondence including letters, memoranda, and reports. Maintains department files/databases and is also responsible for confidential and time-sensitive material. Monitors department budget line items and inventory/replenishing office supplies. Oversees project implementation and coordination of project activities. Coordinates department workflow and oversees department secretaries. Responsible for coordination of appointment, promotion and tenure materials submitted to SSOM, and works with Medical Staff Office for onboarding and off-boarding of clinical faculty, credentialing, FPPE/OPPE and reappointments. Reports to the Department Chair and to the Director of Clinical Faculty Administration.

Position Responsibilities:

  1. Responsible for administrative support to the Chair. This includes accurate and timely completion of correspondence, distribution and handling of sensitive confidential information, calendar maintenance and scheduling, travel arrangements and meeting planning.

  2. Oversee the workflow of the clerical staff, including Kronos sign off. Communicate with Director of Clinical Faculty Administration regarding HR issues as they arise. Has input into performance evaluations and merit increases for the staff.

  3. Oversee departmental 3% accounts, reviewing and processing expense reports, ordering supplies, processing invoices and other transactions.

  4. Manages the appointment, promotion and tenure process for faculty in the department. Prepares application packets for CART and HSD review.

  5. Assists with the recruitment, credentialing and onboarding process for clinical faculty. Central responsibility for these activities, including OPPE/FPPE.

  6. Participates in regular team meetings with Director of Clinical Faculty Administration to ensure that procedures and processes are managed consistently and effectively.

  7. Supports departments with special projects.

Complexity Factor:C

Work consists of various duties involving different processes and methods. Factors to be considered differ with each assignment, and elements of the work must be identified and analyzed to determine appropriate action. (Ex. Manager, RN, Physical Therapist, Admin Asst, Supervisors, Medical Records Tech)

Impact Factor:H

Work has moderate impact on a specific area. Substantial impact on student or patient well-being, comfort or convenience. (Ex. LPN, Accounts Payable Clerk, Admin Asst, Supervisor)

Freedom of Action:

Specific, detailed instruction provided for new or difficult assignments. Employee performs recurring tasks independently.


Budget Management


Safety Accountabilities:

Loyola is committed to providing care that is safe. It is expected that all Loyola employees will perform their job function in a professional and competent manner that constantly seeks to reduce the risk of harm to patients, families and co-workers.

Quality Improvement Accountabilities:

Loyola is committed to the continuous improvement of the services it provides to its patients and their families. All Loyola employees are expected to participate in quality improvement activities.

Magis & Service Excellence Accountabilities:

Responsible for consistently demonstrating our Magis values of Care, Concern, Respect and Cooperation through teamwork and effective communication in an effort to prevent and solve problems and to achieve quality outcomes, patient safety, customer satisfaction and a safe environment.

Responsible for developing and maintaining an environment of service excellence as outlined in the Service Excellence standards.

Position Requirements:

Minimum Education:

Required:Administrative or technical background acquired through completion of 2 - 3 years of


Preferred:Bachelors Degree

Minimum Experience:

Required:3-5 years of previous job-related experience

Preferred:6-10 years of previous job-related experience

Details:Prefer prior experience managing staff



Valid Illinois State Drivers License

Computer Skills:


Basic Keyboarding Skills

Microsoft Excel

Microsoft Power Point

Microsoft Word


Adobe Reader




Microsoft Outlook


Other:Dreamweaver, Publisher, FrontPage, Project

Required Skills:

Ability to communicate verbally

Ability to compile complex reports and develop presentations

Ability to compose letters and memorandums

Ability to deal calmly and courteously with people

Ability to deal with stressful situations

Ability to finish tasks in a timely manner

Ability to follow oral and written instructions and established procedures

Ability to function independently and manage own time and work tasks

Ability to maintain accuracy and consistency

Ability to maintain confidentiality

Ability to maintain office files and follow standard office procedures

Ability to organize workflow

Ability to perform basic filing, office procedures and word processing

Ability to plan, coordinate and develop multiple projects

Ability to work as an effective team member


Job Number: 00146060

Location: Maywood, IL

Organization Name: Loyola University Medical Center

Facility: LUHS-Loyola University Medical Center

Employment Type: Full time

Hours: 40