BEACON Senior Administrative Coordinator

bmc; Boston (MA); On-site; USD 30,000 - 47,000; Part time

Job summary

Boston Medical Center (BMC) seeks a BEACON Senior Administrative Coordinator to support a busy ambulatory OB/GYN clinic. You will scrub schedules, coordinate GPU/PPU sessions, prepare documents and reports, and train schedulers while ensuring regulatory compliance.

The role requires independent work, strong communication, and meticulous data handling to maintain efficient operations and patient access within a large health system.

Qualifications

• Bachelor's Degree or equivalent combination of training and experience.
• Minimum of 3 years experience in medical or healthcare institutions, ideally in academic medicine.

Responsibilities

• Scrub the schedule and identify inappropriate bookings, giving feedback to schedulers.
• Communicate with ops manager and medical director about schedules, projects, trainings, or administrative challenges.
• Provide closed-loop communication for all tasks and flag if unable to complete.
• Coordinate with GPU Procedure Scheduler to ensure adequate scheduling across sessions and pool support.
• Cover GPU procedure scheduler during absences.
• Schedule and manage add-ons in GPU and PPU with clinic administration and residents services.
• Monitor voicemail, emails, EPIC messages, and time-away communications.
• Facilitate referrals with DPH Abortion Access Coordinators and CHCs.
• Attend all operational meetings and maintain charts/logs for patients and meds.

Skills

Independent work

Attention to detail

Communication skills

Education

Bachelor's Degree

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 Details

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 telepho