Administrative Coordinator II (OR Scheduler) - CHA Birth Center

Location: CHA Cambridge Hospital

Category: Clerical and Administrative Support

Department: Dept of OB Gyn

Job Type: Full time

Union Name: SH Laborers 381

Work Schedule: Day

Length Of Shift(s) In Hours: 8 hrs

Shift Details: Monday to Friday, 8:00am to 4:30pm

Hours/Week: 40.00

Weekend Requirements: None

Holiday Requirements: None

On Call Requirements: None

About CHA Obstetrics & Gynecology

Cambridge Health Alliance (CHA) is a vibrant, mission-driven health system committed to providing high-quality, culturally responsive care to the communities across Cambridge, Somerville, and Boston's metro-north region. Our Obstetrics & Gynecology (OB/GYN) Center is a cornerstone of this mission, offering comprehensive, patient-centered reproductive health care in a collaborative, multidisciplinary environment.

At CHA OB/GYN, our dynamic interdisciplinary team of board-certified OB/GYN physicians, certified nurse midwives, advanced practice providers, and dedicated support staff work together to deliver compassionate and personalized obstetric and gynecological services to our richly diverse patient population. With our dedication to health equity and reproductive justice, we offer a unique and rewarding opportunity to make a meaningful impact in the lives of our patients and communities.

Position Summary

The Administrative Assistant II (OR Scheduler) performs a broad range of administrative, scheduling, and operational support functions for the OB/GYN department. Serving as an essential liaison between providers, patients, hospital departments, and external partners, this role helps ensure seamless coordination of patient care and surgical services while providing outstanding customer service.

This position requires exceptional organizational skills, attention to detail, strong communication abilities, and proficiency with healthcare technology and Microsoft Office applications. The successful candidate will thrive in a fast-paced, team-oriented environment while supporting the department's commitment to delivering high-quality, patient-centered care.

Key Responsibilities

As the Administrative Assistant II (OR Scheduler), you will:

• Coordinate operating room scheduling and related procedural appointments for OB/GYN providers while ensuring timely communication with patients, providers, and hospital departments.
• Serve as a primary point of contact for patients, visitors, providers, and staff, presenting a professional and welcoming environment.
• Schedule new patient consultations, follow-up visits, procedures, diagnostic testing, and specialty appointments.
• Coordinate provider schedules, including physicians, advanced practice providers, fellows, and other departmental personnel.
• Register patient visits accurately and complete administrative processes necessary for billing, reimbursement, and order entry.
• Prepare, maintain, and process departmental correspondence, reports, forms, and other administrative documents.
• Maintain accurate patient records and assist with medical record tracking, retrieval, filing, and record retention according to organizational protocols.
• Identify patient scheduling or administrative concerns and communicate appropriately with clinical staff to facilitate timely resolution.
• Schedule departmental meetings, distribute meeting information, and prepare agendas, minutes, and supporting materials as assigned.
• Monitor office supply inventory and coordinate ordering to ensure uninterrupted departmental operations.
• Troubleshoot routine office equipment issues and coordinate maintenance or repair services as needed.
• Support departmental workflows through a variety of administrative, receptionist, and operational support functions.
• Perform other duties as assigned to support the needs of the department.

Qualifications

• High school/GED required; Associates Degree preferred.
• Minimum 3-years administrative experience in a medical office setting required. Experience coordinating operating room or procedural scheduling preferred.
• Familiarity with electronic medical record (EMR) systems and healthcare registration and billing processes preferred.
• Fluency in Microsoft applications such as advanced word processing, spreadsheets, databases, flowcharts and graphics (Microsoft Office and Google apps).
• Writing, interpersonal, organizational and communication skills required.

Please note that the final offer may vary within the listed Pay Range, based on a candidate's experience, skills, qualifications, and internal equity considerations.

In keeping with federal, state and local laws, Cambridge Health Alliance (CHA) policy forbids employees and associates to discriminate against anyone based on race, religion, color, gender, age, marital status, national origin, sexual orientation, gender identity, veteran status, disability or any other characteristic protected by law. We are committed to establishing and maintaining a workplace free of discrimination. We are fully committed to equal employment opportunity. We will not tolerate unlawful discrimination in the recruitment, hiring, termination, promotion, salary treatment or any other condition of employment or career development. Furthermore, we will not tolerate the use of discriminatory slurs, or other remarks, jokes or conduct, that in the judgment of CHA, encourage or permit an offensive or hostile work environment.

Cambridge Health Alliance brings Care to the People - including your neighbors, friends and family. Our local hospitals and care centers serve our vibrant, diverse communities, and play an integral role in improving health. As passionate advocates for the underserved, we actively partner with our communities to take on challenging public health issues, and conduct important research to help reduce barriers to care. We believe that everyone deserves access to high quality, convenient health care. This is why our employees believe in where they work and why many build long, rewarding careers at CHA.

Healthcare is changing rapidly. CHA has a strategic plan that charts a proactive course for our future. It is built on a vision of equity and excellence for everyone, every time. It also recognizes that our workforce is our most valuable asset and prioritizes competitive salaries, benefits and professional development opportunities for employees. The strategic plan is changing the way we provide care and improving the health and experience of our patients; we are looking for smart, committed, compassionate people who want to be part of making our vision of better health and equity a reality.

At CHA, you can believe in where you work and go home every day knowing you made a difference. Join our team and help us bring Care to the People.