Administrative Coordinator

Senior Administrative Coordinator

Performs complex administrative duties in preparation and completion of all fiscal and administrative projects. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.Serves as the resident expert on department policies & procedures.

General Functions:

• Serves as the key support for the GME office ensuring the department operates in an effective, efficient and professional manner.
• Oversees/coordinates specific projects, provides leadership in project management, gathers deliverables from required constituents, tracks, analyzes and makes recommendations or raises concerns on status reports, issue resolution and program actual against project charter, budget and/or plan.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures and operational priorities.
• Provides administrative support to the assigned department(s) including but not limited to: scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
• Independently composes high level correspondence and documentation of professional quality.
• Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
• Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates departmental meetings or committees including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment.
• Sets up room and equipment (such as conference calls, audio-visual equipment, projector etc. as needed).
• Prepares meeting agenda, prepares and distributes information packages required for meetings.
• Takes and prepares minutes of meetings.
• Ensures that minutes and other written documents are professional and accurate.
• Makes registration and travel arrangements including hotel reservations. Provides written itineraries for all travel plans.
• Handles telephone calls in a professional, courteous speaking manner, determines nature of all calls and initiates appropriate disposition.
• Assures that all messages are accurate and forwarded promptly to the appropriate party.
• Deals discreetly with highly sensitive confidential written, electronic and oral communications concerning staff, department and hospital matters.
• Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Manages purchasing invoices and accounts payable for the department.
• Monitors and maintains inventory of office supplies and equipment.
• Purchases supplies as needed and stays within established budget.
• Keeps office equipment in working order and contacts IT or service provider as necessary for repairs or replacements.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying, collating materials, maintaining the update of policy manuals etc.

Departmental Services:

• Provide support for managers and director as necessary.
• Assists in the implementation of the resident and fellowship onboarding and licensing timeline.
• Works with training programs to process and approve and track licenses, rotations and electives.
• Assists in preparation for Residency Review Committee/ACGME site visits and utilizes New Innovations and other applications to prepare and compile site visit documents.
• Works with Program Coordinators to prepare and finalizes Program Letters of Agreement for rotations and electives.
• Provides support to GME Systems Managers and Accreditation Manager under direction of GME Administrative Director. This includes data management, report generation and tracking of onboarding and accreditation requirements.
• Tracks all data correspondence, committee and administrative operations related to the department and associated committees.

Other:

• Adheres to department and hospital standards including the following:
• • Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments etc.
  • Conforms to hospital standards of performance and conduct including those pertaining to patient rights so that the best possible customer service and patient care may be provided.
  • Utilizes hospitals behavioral standards as the basis for decision making and to support the department and the hospitals mission and goals.
  • Follows established hospital infection control and safety procedures.
• Other duties as needed.

Job Requirements:

• Education: HS/GED plus 7 + years relevant experience or Associates plus 5+ years relevant experience or Bachelors with at least 3 years relevant experience.
• Certificates Licenses Registrations Required: None
• Experience: Minimum 3 years experience in medical or healthcare institutions ideally in academic medicine.
• Knowledge and Skills: Requires a significant level of analytical ability to develop and analyze budgets and to develop related justification. Ability to work independently to prioritize work to anticipate deadlines and to concentrate on and pay attention to detail. Exemplary written and verbal communication skills, pleasant, courteous and helpful telephone manner and professional demeanor for favorable "first impression". Strong interpersonal skills necessary to be socially perceptive in accepting, relaying and respecting confidential information, communicating policies and procedures and dealing with individuals from variety of disciplines and diverse backgrounds including influential people. Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers. Experience with statistical analysis tools a plus. Excellent record-keeping skills, office organizational skills and computer literacy necessary for entering and manipulating statistical data, creating schedules and maintaining detailed, accurate and complete records of departmental activities and confidential personnel/training records. Must be able to maintain strict protocols of all confidential or sensitive information.

Compensation Range: $50,000.00-$70,000.00

This range offers an estimate based on the minimum job qualifications. However our approach to determining base pay is comprehensive and a broad range of factors is considered when making an offer. This includes education, experience, skills and certifications/licensures as they directly relate to position requirements as well as business/organizational needs, internal equity and market-competitiveness. In addition BMCHS offers generous total compensation that includes but is not limited to benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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