Administrative Coordinator

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Beth Israel Deaconess Medical Center
Published
October 28, 2021
Location
Boston, Massachusetts
Job Type

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Administrative Coordinator

Department Description: We are seeking an Administrative Coordinator to work 40 hours per week, in the Dermatology administrative office. This position is not located in the Dermatology clinic and there is no patient contact. Will work closely with Administrative Supervisor doing various administrative tasks including but not limited to: accounts payable and physician reimbursements, website updates, scheduling meetings for Chief, CAO and other faculty as required, meeting minutes, organizing grand rounds.Job Location: Boston, MA

Req ID: 42416BR

Job Summary: Provides support for leadership positions and a division or department by 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.

Department Specific Job Responsibilities:

  1. Develop excellent working relationships with key BIDMC and HMFP administrative assistants to facilitate the scheduling (with attention to detail) of high priority meetings with internal and external senior leadership including BIDMC Chiefs, BIDMC & HMFP senior leaders, and with affiliate and potential affiliate C-suite leaders.
  2. Manage calendar of CAO and back up support to Vice Chair and Chief of Department.
  3. Manage the processing of invoices, check requests and travel reimbursement through A/P and follow-up through payment, for multiple cost centers with consideration for month and year-end deadlines.
  4. Order supplies and other items required as requested by department.
  5. Assist with Department specific events as needed which may include monthly Grand Rounds and faculty meetings. Oversees planning and preparation for Grand Rounds. Distributes required documents, coordinates with presenters and maintains biannual HMS check in materials.
  6. On-board Medical students, residents and observers. Support various onboarding projects as needed.

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.
  6. Acts as a resource for the department for information and training. Coordinates multiple schedules and diverse workflow to meet operational needs. Accountable for outcome of work with minimal oversight from manager/director.
  7. Initiates, organizes and implements systems and procedures to efficiently coordinate work of the department.

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

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

VaccinesAs 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. Learn more about this requirement

 

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