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Administrative Coordinator - Thoracic Surgery & Interventional Pulmonology


Department Description: The Chest Disease Center comprises highly skilled, board-certified physicians, fellows and residents (licensed physicians in training), nurse practitioners, physician assistants, registered nurses, and support staff. We are one of only a few institutions that bring together thoracic surgeons and interventional pulmonologists within one division to provide the best, most appropriate, treatment for each patient.

The Division of Thoracic Surgery and Interventional Pulmonology spearheads excellence in the treatment of lung, esophageal, and other chest-related cancers at the BIDMC Cancer Center, as well as basic and clinical-translational research. In addition, the Division supports: daily clinical operations and program development in Boston, Needham, Milton, Plymouth, and Brockton; improving the academic stature of cancer surgery and surgical oncology education; exploring funding opportunities for programmatic development; mentorship and career development of surgical oncology faculty and allied clinicians; active participation in and oversight of BIDMC multidisciplinary solid tumor conferences.

Job Location: Boston, MA

Req ID: 38094BR


Job Summary: Provides support for leadership positions and a division or department by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:
  1. Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
  2. Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.
  3. Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.
  4. Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
  5. Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 3-5 years related work experience required.
  3. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
Competencies:
  1. Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
  2. Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
  3. Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
  8. Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

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