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Business Coordinator


Department Description: The Business Coordinator will be supporting the business operations activities and projects for the Transplant Institute at BIDMC.

Job Location: Boston, MA

Req ID: 36558BR


Job Summary: Under the direction of, and working alongside, the Chief and Administrative Director, the position coordinates all business operations activities and projects related to the Administration and Development of the multi-organ Transplant Institute at BIDMC.

Schedules and coordinates meetings, prepares agendas, materials, presentations and necessary equipment.
Records and distributes minutes or notes and follow up actions.
Maintains documents, files and records in accordance with established procedures.
Drafts, edits and maintains complex documents including letters of recommendation, service agreements, regulatory documents and other files/records in accordance with established procedures.
Assists in promoting, ensuring, and providing training in compliance with Professional Practice Standards, professional service regulations, health and safety rules, sound business practices, patient confidentiality rules, conflict of interest rules, etc.
Schedules and arranges travel for visiting professors and other internal/external visitors.
Coordinates all aspects of faculty recruitment, hiring and onboarding.
Maintains personnel records ensuring compliance with regulatory standards
Obtains statistical information, creates spread sheets, reports and PowerPoint presentations
Maintains time keeping system for payroll and ensures timely submission
Coordinates purchases: obtains quotes, places orders, tracks and receives
Ensures correct designation of cost center and account codes to all invoices/purchases
Reviews accounts payable for accuracy and follow-up with appropriate departments for any payment discrepancies and alerts the Administrative Director of potential issues
Establishes and maintain accurate filing and record keeping systems for compiling of various data reports

Essential Responsibilities:
  1. Ensures renewal of outside vendor maintenance agreements, service contracts and subscriptions by the established deadline
  2. Reviews accounts payable for accuracy and follow-up with appropriate departments for any payment discrepancies and alerts the Administrative Director of potential issues
  3. Establishes and maintain accurate filing and record keeping systems for compiling of various data reports
  4. Ensures renewal of outside vendor maintenance agreements, service contracts and subscriptions by the established deadline
  5. Tracks and reports on status and progress of various activities/projects, identifies and resolves obstacles to ensure that work is on track with determined timelines.
  6. Provides productivity data, space/resource needs and assists in identifying and allocating space to meet needs of clinical, research and academic missions.
  7. Helps design, implement and support the expansion of the Transplant Institute's outreach with referring providers, patients, and other key stakeholders.
  8. Plans and coordinates CME events, and other activities to promote the BIDMC Transplant Institute.
  9. Helps identify and establishes strategies focused on referring provider service excellence to maintain and grow referrals to the BIDMC Transplant Institute. Collaborates with transplant faculty and other leaders within the programs, as well as external organizations, in the coordination and execution of outreach activities.
  10. Maintains excellent communication to internal and external stakeholders seeking BIDMC Transplant Institute information, resources and/or services. Assists in the development, implementation, and ongoing maintenance of clinical marketing and internal/external communication tools, materials and social media efforts.
Required Qualifications:
  1. High School diploma or GED required.
  2. 1-3 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.
Preferred Qualifications:
  1. BA Preferred
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 summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
  5. Oral Communications: Ability to comprehend and communicate complex verbal information in English to 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 work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
  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:
Light work: Exerting up to 20 pounds of force frequently to move objects. Some elements of the job are sedentary, but the employee will be required to stand for periods of time or move through out the hospital campus

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