Senior Administrative Coordinator - Boston, United States - Boston Medical Center

Description

POSITION SUMMARY:

The Administrative coordinator provides complex administrative support in preparation and completion of all administrative projects and assignments. The primary responsibilities are split between surgical scheduling and GYN procedure unit (BEACON Clinic) scheduling and administrative support including, but not limited to: front desk coverage, oversight of appointment waitlist and recall lists, and cross-coverage of all specialty coordinator roles as needed. Provides ongoing special project support to department operations.

Position: Senior Administrative Coordinator

Department: OB/GYN Clinic

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Schedules surgeries, ensuring the department operates in an effective, efficient, and professional manner.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
• Provides administrative support including, but not limited to: scheduling appointments, 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 OR calendars accurately with particular attention to preventing surgical scheduling conflicts.
• 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.
• Maintains the monthly schedule for surgical scheduling coverage.
• Provide support for M.Ds and/or senior management as necessary.
• 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 hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals.

JOB REQUIREMENTS

EDUCATION:

Bachelor's Degree or equivalent combination of training and experience.

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

Equal Opportunity Employer/Disabled/Veterans