Program Coordinator, Internal Medicine

Anna Jaques Hospital; Cambridge (MA); On-site; USD 36,000 - 51,000; Full time

Job summary

Beth Israel Lahey Health and Mount Auburn Hospital are seeking a Program Coordinator to support the Hospital Medicine Division. You will serve as the central administrative partner to the Division Director and clinical leadership, handling provider scheduling, onboarding, meetings, documentation workflows, and office management.

The role requires an Associate's degree and 3–5 years of healthcare administration experience, with strong organizational and communication skills.

Qualifications

• Associate's degree and 3–5 years of progressively responsible experience.
• Healthcare setting experience preferred with knowledge of medical terminology.
• Excellent organizational skills and attention to detail.
• Strong customer service and interpersonal skills with physicians and staff.
• Proficient in Microsoft Office; Epic knowledge is strongly preferred.

Responsibilities

• Provide administrative, operational, and logistical support to Hospital Medicine Division.
• Manage provider scheduling, onboarding/offboarding, and timekeeping processes.
• Coordinate meetings, rounds, and CME planning; support recruitment and offboarding.
• Maintain documentation workflows, shared guidelines, and office supplies.
• Interface with vendors and ensure smooth day-to-day operations.

Skills

AMION

KRONOS

EPIC knowledge

Microsoft Office

Scheduling

Education

Associate's degree

Tools

AMION

KRONOS

EPIC

Microsoft Office

Job description

When you join the growing BILH team, you’re not just taking a job, you’re making a difference in people’s lives.

Job Description

Beth Israel Lahey Health and Mount Auburn Hospital are devoted to consistently promoting a culture of Wellbeing, Empathy, Collaboration, Accountability, Respect, and Equity as outlined in our organization's WE CARE values which can be reviewed here Our Values.The Program Coordinator provides comprehensive administrative, operational, and logistical support to the Hospital Medicine Division. This role serves as the central administrative partner to the Division Director and clinical leadership, supporting provider scheduling, daily operations, provider onboarding/offboarding, meetings, documentation workflows, and office management.

ESSENTIAL DUTIES & RESPONSIBILITIES (including but not limited to)

• Provider Scheduling & Coverage & Evaluation to include creating and maintaining provider schedules in AMION and updating as needed for shift swaps. Track executed shifts, sick calls, shift trades, and vacation time. Assist with coverage coordination and moonlighting outreach when providers call out. Assist with scheduling of yearly provider evaluations. Responsible for provider payroll and timekeeping, including tracking moonlighting shifts and submitting for reimbursement. Submit monthly worked and per diem shift reports to payroll/finance teams. Sends monthly schedules to Clinical Documentation Improvement (CDI) leadership. Send the executed shifts to HMFP leadership. Maintain APP timekeeping in KRONOS.
• Oversees day-to-day operations, including screening telephone calls and electronic communications for Hospitalist leadership and providers. Maintain daily records of team census, admissions, and discharges. Monitors provider in-baskets when providers are off service for CDI queries and critical result notifications, ensuring timely routing and follow-up. Supports the Medical Director with the resolution of escalated queries by coordinating outreach to providers. Maintains and updates the Hospital Medicine shared Virtual Guidelines folder to ensure current, accurate, and accessible clinical and operational resources.
• Coordinates meetings, rounds & educational programs, including Hospital Medicine staff meetings (monthly), Grand Rounds and other Specialists rounds, including attendance and content tracking. Provides administrative support for the Hospital Medicine CME planner.
• Supports the provider recruitment process, including scheduling interviews and onboarding for new providers, ordering lab coats, scrubs, pagers, and lockers, and requesting IT access.
• Coordinates provider offboarding by ensuring return of keys, pagers, badges, and lockers.
• Provides direct administrative support to the Division Director, including calendar and meeting management.
• Manages the space, which includes ordering supplies, overseeing the distribution of mail, and maintaining equipment and facility needs. Works with vendors when necessary to resolve issues.

QUALIFICATIONS

• Must possess the level of knowledge normally acquired through the completion of an Associate's degree, along with 3-5 years of progressively responsible experience.
• Must possess the analytical skills to research and resolve issues independently, compile accurate data, and synthesize information.
• Experience in a health care setting with knowledge of medical terminology preferred.
• Must possess excellent organizational skills with the ability to organize, prioritize, and attend to detail to maintain the orderly function of the department.
• Strong customer service and excellent interpersonal/emotional intelligence skills with the ability to collaborate effectively with physicians, physician assistants, residents, students, moonlighters, outside professional community, and hospital departments. Excellent telephone etiquette.
• The ability to communicate effectively, both orally and in writing, build strong work relationships, and provide empathy in interpersonal situations.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint to achieve work products and deadlines.
• EPIC knowledge is strongly preferred.

OTHER REQUIREMENTS

• Consistently promote a culture of Wellbeing, Empathy, Collaboration, Accountability, Respect, and Equity as outlined in the organization's WE CARE values.
• Demonstrated commitment and actions to valuing diversity and contributing to an inclusive working and learning environment.
• Must be able to stand/walk for prolonged periods of time (Standing or walking approximately )
• Must be able to lift up to 25 lbs.

Pay Range: $26.44 - $36.98

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geographyof work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled