Admin Coordinator II

tuftsmedicine; Boston (MA); On-site; USD 45,000 - 62,000; Full time

Job summary

Tufts Medicine in Boston seeks an experienced Administrative role to provide organizational support, management of daily operations, and coordination of program activities within a healthcare setting. The position emphasizes strategic planning, data-driven decision making, and cross-functional collaboration with leadership and clinical teams.

The ideal candidate has at least 2 years of administrative experience, ideally in healthcare, and may hold a high school diploma or equivalent.

Qualifications

• Two (2) years' administrative experience required.
• High school diploma or equivalent preferred.
• Five (5) years' administrative experience in healthcare setting preferred.
• Bilingual candidates preferred.

Responsibilities

• Collaborates with leadership to continuously improve service outcomes aligned with hospital mission and scope of service.
• Oversees day-to-day functions including budget compliance/payroll, staffing, scheduling, front desk operations, revenue capture, and prior authorization as needed.
• Acts as first level go-to person for clerical needs of the program including timesheets, office supply and check requests, mail, and billing.
• Develops and disseminates program workflows to improve efficiency.
• Coordinates staffing patterns based on volume and needs to ensure uninterrupted patient care.
• Collects, analyzes, and makes decisions from data and statistics.
• Facilitates communication within and outside the department with internal and external stakeholders.
• Conducts meetings to discuss policies and updates to enhance care delivery.
• Ensures department compliance with regulatory standards (ACR/JCAHO/ACOS).
• Participates in Quality Improvement activities for strategic planning and accreditation preparation.
• Participates in interview process and orientation planning for new employees.
• Communicates progress to management to achieve goals.

Skills

Administrative experience

Bilingual

Education

High school diploma or equivalent

Job description

Job Description

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following Clinical Administration duties: Long-term strategic planning, determines strategic issues and opportunities that could affect practice success, prioritizes and tracks investments across practices, allocates resources and makes decisions regarding practice growth, and develops need to accomplish the practice's vision. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position provides administrative coordination, reporting, day-to-day support, and daily operational tasks to assigned program. This role participates in assessing, planning, implementing and evaluating the health services provided. Where appropriate, new services, approaches, or expanded programs will be presented for review. This position is responsible to effectively organize, assemble and arrange resources to meet the short- and long- term goals of the program and organization. Serves as liaison and key point of contact to facilitate programmatic and operational communications internally and externally. This position works cooperatively within the department and other services to create a system of quality health care according to the policies, procedures, philosophy, and objectives of the departments and hospital.

Job Description

Minimum Qualifications:

• 1. Two (2) years' administrative experience.

Preferred Qualifications:

• 1. High school diploma or equivalent.
• 2. Five (5) years' administrative experience in healthcare setting.
• 3. Bilingual.

Duties and Responsibilities:

• 1. Collaborates with leadership to continuously improve service outcomes that impact patient comfort by overseeing the development and follow-through of improvement opportunities that are consistent with the hospital mission vision and scope of service statement.
• 2. Oversees day to day functions related to service area(s) including: budget compliance/payroll, staffing, scheduling/core delivery, front desk operations, revenue capture, and prior authorization for patients as needed based on insurance coverage.
• 3. Acts as the first level "go-to person" for the clerical needs of the program including timesheets, office supply and check requests, managing mail and billing of contractees, developing, printing and dissemination of program fliers and family education packets, among other daily administrative tasks.
• 4. Works with the clinical and administrative team in developing a comprehensive workflow process within the program. Reviews workflows from time to time and provides support and guidance to the team to improve efficiency as necessary.
• 5. Coordinates staffing pattern of the program based on volume and needs, providing coverage and support as needed to ensure uninterrupted patient care and continued efficient workflows.
• 6. Collects, analyzes and makes decisions based on data and evidence-based statistics.
• 7. Facilitates inter- and intra-departmental and external communication and linkages including responding to and facilitating internal agency communications with community services, staff, other hospital departments, and or off-site programs. Disseminations updates via letters, emails, and other methods as needed.
• 8. Conducts meetings for all providers and staff to discuss new policies and procedures and provide updates to enhance delivery of care through the program, satisfaction with service and resolution of problems.
• 9. Assists with and assures departments compliance with ACR/JCAHO/ACOS regulatory standards.
• 10. Participates in Quality Improvement activities which used for strategic planning purposes, preparation for accrediting bodies, quality assurance and performance improvement plans.
• 11. Participates in the interview process and assists in a comprehensive orientation plan for all new employees.
• 12. Communicates progress to the management team regularly to achieve goals are achieved.

Physical Requirements:

• 1. Frequent sitting, occasional standing or working,