Administrative Coordinator - Boston, United States - Massachusetts General Hospital(MGH)

Massachusetts General Hospital(MGH)

Verified Company

Boston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Administrative Coordinator
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GENERAL SUMMARY/

OVERVIEW STATEMENT:
_**Reports to the Administrative Manager of OB/GYN and accountable to the Vice Chair of Quality, Equity & Safety.

The Administrative Coordinator is responsible for scheduling for the department of Ob/Gyn in QGenda as well as administrative aspects of QE+S.

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PRINCIPAL DUTIES AND RESPONSIBILITIES:
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Includes but not limited to:

Administrative coordination for the Quality, Equity and Safety programs and leadership
Meeting management, including announcements, organization, minutes and followup
Distribution of announcements
Manager of all department's divisions QGenda scheduling system for physician time away, clinical sessions, service weeks, and labor and delivery shifts
MFM, Specialists, Midwifery, Reproductive Endocrinology and Infertility, Gynecologic Oncology, Nurse Practitioners and oversight for 4 fellowship programs
Backup for the Administrative Manager and Assistant to the Chief of Obstetrics and Gynecology in administrative support
Communications officer for Department of Ob/Gyn collating with division leaders and members to send a weekly digest for the department to ~500 recipients
Maintains credentialing for all department's Harvard Medical School appointments.
Processes initial HMS appointments to HMS Office of Faculty Affairs with Peoplesoft/MARS as well as promotion processing and terminations
Responsible for the quality and the completeness of submissions and the appropriateness of the submissions based on HMSdefined requirements
Independently work with appointees to obtain completed paperwork timely, followup on missing or outdated information or any other items requiring further explanation
Maintains electronic database files on all professional staff including dates, status, and issues at key milestones throughout the appointment process.
Electronically file, organize, & maintain all required documentation that is maintained by the Department for each current appointee and those that have termed
Complete all verification requests timely, as requested by current/past appointees
Serve as a training resource for department coordinators
In all such efforts confidentiality and sensitivity to physicians and patients are mandatory
Handle any other projects or tasks that may arise

Perform all other duties that are department specific and are appropriate to this level of position.

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QUALIFICATIONS:
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Minimum of 5 years of directly related experience

High School Diploma Required, Bachelors degree strongly preferred

**_ SKILLS/ ABILITIES/

COMPETENCIES REQUIRED:
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Effective analytical skills; Ability to be pro-active, make appropriate decisions and work independently with mínimal supervision. Excellent organizational skills and attention to detail.

Interpersonal and communication skills:
Excellent command of English language; strong verbal and written communication skills, including knowledge of medical and scientific terminology.

Information Systems/Technology Skills:
Exceptional computer skills (MS Office including Outlook, Word, Excel, Powerpoint, knowledge of QGenda and Mailchimp preferred)

Time Management Skills:
Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadlines.

Discretion and Confidentiality:
Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained.

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WORKING CONDITIONS:
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Hybrid schedule - in office as well as remote schedule

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FISCAL RESPONSIBILITY:
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Manages the two division's expense statements submissions

EEO Statement

Primary Location MA-Boston-MGH Main Campus

Work Locations MGH Main Campus 55 Fruit Street Boston 02114

Job Administrative Support

Organization Massachusetts General Hospital(MGH)

Schedule Full-time

Standard Hours 40

Shift Day Job

Employee Status Regular

Recruiting Department MGH OB/GYN

Job Posting Apr 22, 2024