BEACON Senior Administrative Coordinator

Boston Medical Center; Boston; On-site; PHP 2,076,000 - 2,906,000; Part time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Discretionary bonuses

Flexible Spending Accounts

403(b) / retirement plan

Paid time off

Job summary

Boston Medical Center is seeking a BEACON Senior Administrative Coordinator to support OB/GYN operations in a busy ambulatory clinic. The role focuses on scheduling, data collection, and training schedulers, with autonomy to set priorities and make independent decisions.

The position involves part-time scheduling (24 hours per week) with flexible shifts. It oversees regulatory compliance, prepares documents and reports, and collaborates with the GPU/PPU teams, DPH, and clinical staff to ensure

Qualifications

• Bachelor's Degree or equivalent combination of training and experience.
• Minimum 3 years' experience in medical or healthcare institutions, ideally in academic medicine.
• Ability to work independently with strong attention to detail.

Responsibilities

• Scrub schedules to identify inappropriate bookings and provide feedback.
• Communicate with operations manager and medical director about schedules and projects.
• Provide closed-loop communication and escalate when unable to complete tasks.
• Coordinate GPU GYN scheduling and cover for GPU scheduler during absences.
• Manage add-ons in GPU and PPU with clinic administration.
• Check voicemail, EPIC messages and emails regularly.
• Facilitate referrals with DPH Abortion Access Coordinator and CHCs.
• Attend operational meetings and prepare meeting agendas/minutes.
• Maintain charts for PPU patients and data tracking logs.
• Order administrative supplies and prepare patient documents.
• Ensure confidentiality and exercise discretion in communications.

Skills

Independent work

Prioritization

Communication skills

MS Office

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

POSITION SUMMARY:

The BEACON Senior Administrative Coordinator serves as the key support for coordinating a large, reproductive health services housed within a busy ambulatory clinic, responsible for both the day to day workings and the forward progress of the clinic. Responsible for collecting quality data, scheduling gynecology procedures, oversight and, training of all schedulers, preparing documents, reports and presentation slides. Works autonomously, sets priorities, and makes independent decisions of a complex nature. Monitors scheduling turnaround time and the GPU/PPU schedule utilization. Provides ongoing special project support to ensure regulatory compliance. Boston Medical Center (BMC) is more than a hospital. It´s a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all—and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet – an integrated health care delivery systems that includes many community health centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.

Position: BEACON Senior Administrative Coordinator
Department: DOB OB/GYN Support Staff
Schedule: Part Time
Shift Options: (8:00am-4:30pm or 8:30pm-5:00pm) 24-Hours minimum per week, No weekends.

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Responsible for scrubbing the schedule and looking for inappropriately booked patients. Provide feedback to the person who scheduled the appt or their manager about the inappropriate booking.
• Communicates regularly with the ops manager and medical director with questions re: schedules, projects, trainings, or other administrative challenges.
• Provides closed-loop communication about all tasks, including being forthright if unable to complete the task.
• Works closely with the GPU Procedure Scheduler (GYN procedures) to ensure adequate scheduling across the sessions, including supporting scheduling from the GPU GYN POOL when needed. Covers for the GPU procedure scheduler during time away.
• Works with other administration in the clinic and the residents service to schedule and manage add-ons in both the GPU and the PPU.
• Ensures regular checking of voicemail and emails, including signing out voicemail, EPIC messages and Email during time away.
• Works with DPH Abortion Access Coordinator and CHCs to facilitate referrals.
• Attends all operational meetings.
• Maintains charts for PPU pts headed to the GPU.
• Maintains tracking logs for pts having medication management.
• Maintains administrative and clerical stock and supply ordering including consents, patient handouts, and educational materials (med ab documents for example).
• Collates the data for the DPH QUARTERLY, and send to DPH. Review the statistics with BEACON Director to ensure accuracy.
• Attend DPH Meetings.
• Partners with Director to build relationships within the community.
• Checks in patients.
• Verifies insurance for patients seeking abortion who have atypical insurance.
• Manages pts going through the judicial bypass system.
• 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.
• 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 Templates (to include QGenda updating) for BEACON Clinic.
• Completes reminder calls.
• Provide support for M.Ds and/or senior management as necessary.
• Tracks all data, correspondence, committee and administrative operations related to the department and associated committees.

JOB REQUIREMENTS

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

Minimum of 3 years experience in medical or healthcare institutions, ideally in academic medicine.

KNOWLEDGE & SKILLS

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. Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook).

Compensation Range

Compensation Range: $24.04- $33.65 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

Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e‑mail to [e-mail] or call 617-638-8582 to let us know the nature of your request. Boston Medical Center participates in the Electronic Employment Verification Program. As an E-Verify employer, prospective employees of BMC must complete a background check before beginning their employment at the hospital. BMC requires all staff to be vaccinated against COVID-19 and flu, as well as receive a booster dose of the COVID-19 vaccine.