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Administrative Coordinator


Department Description: The Administrative Coordinator provides support to the Department of Medicine.

This is an onsite position with the anticipated schedule of either 8:00am - 4:30pm or 8:30 am - 5:00 pm.

Job Location: Boston, Massachusetts

Req ID: 46876BR


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, refer to other managers or to resolve 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.
  6. Supports the Department of Medicine's Vice-Chair of Education, and Sr. Administrator; schedules meetings and conferences, maintains Outlook calendar; plans the resident research program event.
  7. Creates surveys for faculty, residents, and students in Performance Manager; tracks and files resident research applications; creates results spreadsheet.
  8. Maintains schedule and website maintenance for Medical Grand Rounds; communicates with speakers for scheduling and changes, collects information and forms.
  9. Reviews and processes Harvard Medical School appointment paperwork; assists in the faculty credentialing process; assists with office support and phone coverage/triage.
  10. Books conference rooms, orders catering; orders office supplies; sorts departmental payroll checks; delivers/picks up packets to/from Longwood Medical area hospitals.


Required Qualifications:

  1. Associate's degree required. Bachelor'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. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  2. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  3. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  4. 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.
  5. 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
EOE Statement

BIDMC is EOE M/F/VET/DISABILITY/GENDER IDENTITY/SEXUAL ORIENTATION

Vaccines

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

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