Administrative Coordinator

The Administrative Coordinator performs a broad range of administrative functions, including scheduling, program coordination, data management, recordkeeping, communications, reporting, and logistical support. The role works closely with clinical and operational teams to facilitate patient access, coordinate outreach activities, maintain program documentation, and support compliance with organizational policies and procedures.

This position requires strong organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a dynamic community health environment. The Administrative Coordinator plays a vital role in advancing the mission of Community Care Connection by helping ensure seamless program operations, positive patient experiences, and effective collaboration among internal and external partners.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University Health Clinics (RFUHC), a subsidiary of Rosalind Franklin University of Medicine and Science, is dedicated to advancing health through compassionate, patient-centered care, innovative clinical practice, and academic excellence. Our providers and clinical teams combine leading-edge science with a commitment to improving the health and well-being of the communities we serve.

Located in North Chicago, RFUHC offers a comprehensive range of specialized healthcare services, including podiatric medicine, reproductive medicine, behavioral health, physical therapy, laboratory services, and community-based care. As part of an academic health system, our patients benefit from access to the latest medical advancements, evidence-based treatments, and an interdisciplinary team of experts committed to delivering exceptional care.

At RFUHC, we foster a collaborative and mission-driven environment where healthcare professionals are empowered to make a meaningful impact on patients' lives while contributing to the education of future healthcare leaders

Essential Duties & Responsibilities

• Serve as the primary administrative support for the Community Care Connection (CCC) program, ensuring efficient day-to-day operations and a high level of customer service for patients, staff, and community partners.
• Coordinate scheduling and logistics for mobile clinic activities, community outreach events, meetings, and program initiatives.
• Manage patient registration, appointment scheduling, intake documentation, and follow-up communications in accordance with organizational policies and privacy regulations.
• Maintain accurate program records, databases, reports, and documentation, ensuring data integrity and confidentiality.
• Assist with patient outreach efforts, including appointment reminders, referrals, care coordination communications, and community engagement activities.
• Serve as a point of contact for inquiries from patients, community organizations, healthcare providers, and other stakeholders, responding promptly and professionally.
• Prepare, organize, and distribute correspondence, meeting materials, reports, presentations, and other program-related documents.
• Support the collection, tracking, and reporting of program metrics, patient outcomes, and operational data to assist with program evaluation and quality improvement initiatives.
• Coordinate administrative aspects of community partnerships, including maintaining contact lists, scheduling meetings, and supporting collaborative activities.
• Assist with inventory management, ordering, and tracking of office, clinical, and outreach supplies needed for program operations.
• Support grant-funded activities and reporting requirements by maintaining documentation and assisting with data collection and submission processes.
• Ensure compliance with organizational policies, HIPAA regulations, accreditation standards, and program requirements.
• Collaborate with clinical and operational staff to facilitate patient access to services and support continuity of care.
• Assist with onboarding, scheduling, and administrative support for students, volunteers, and other program participants as assigned.
• Identify operational challenges and recommend process improvements to enhance program efficiency and patient experience.
• Participate in departmental meetings, training programs, and quality improvement initiatives.
• Provide administrative support for special projects, community events, and strategic initiatives that advance the mission of the Community Care Connection program.
• Perform other duties as assigned to support the goals and objectives of the Community Care Connection program and Rosalind Franklin University Health Clinics.

Conditions of Employment

• Must achieve satisfactory results from a background check
• Compliance with the current clinic vaccination policy

Required Education & Experience

• High school diploma or GED
• Prior administrative support, customer service, healthcare or community engagement experience

Required Knowledge, Skills, & Abilities

• Strong attention to detail in data entry, documentation, and compiling reports.
• Exceptional interpersonal skills with a commitment to providing professional, courteous, and responsive customer service.
• Strong verbal and written communication skills, with the ability to interact effectively with diverse cultural, socioeconomic, and educational backgrounds.
• Proven ability to work collaboratively within interdisciplinary teams, university personnel, and community partners.
• Ability to learn and comply with HIPAA regulations, patient confidentiality, and healthcare compliance standards.
• Highly organized with the ability to prioritize competing demands, manage multiple deadlines, and adapt to a fast-paced environment.
• Ability to work independently, exercise sound judgment, and maintain a high level of accountability and discretion.
• Ability to travel locally to support community-based programs, outreach activities, and mobile clinic operations.

Preferred Qualifications

• Associate's or Bachelor's Degree
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn Electronic Health Records (EHRs), and practice management systems
• Experience working in healthcare, community health, public health, higher education, or nonprofit environments.
• Experience supporting mobile health clinics, community outreach programs, or grant-funded initiatives.
• Experience with electronic health records (EHR) systems and healthcare scheduling platforms.
• Experience with healthcare operations, and community-based programs.
• Familiarity with data collection, program reporting, and quality improvement processes.
• Proficient in general office administration, records management, scheduling, and project coordination.
• Bilingual or multilingual communication skills.

Typical Physical Demands & Working Conditions

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.