Senior Administrative Coordinator

Boston Medical Center (BMC); Boston (MA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Pharmacy benefits

Flexible Spending Accounts

403(b) retirement

Paid time off

Career advancement opportunities

Job summary

Boston Medical Center seeks a Senior Administrative Coordinator to support the OB-GYN Administration. This role performs complex administrative duties, coordinates meetings, manages calendars, prepares presentations, and maintains contract databases and office workflows in a busy department.

Responsibilities include handling reception, creating documents, coordinating events, managing supplies and shipping, and supporting residency activities.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in office administration and coordination preferred.
• Strong organizational and communication skills required.

Responsibilities

• Act as Reception Desk for the Department and manage calls/messages.
• Create Word, Excel, PowerPoint documents; maintain Access databases.
• Prepare and edit correspondence for grammar and content.
• Maintain department forms and provide to faculty/staff on request.
• Track office inventory and arrange repairs as needed.
• Schedule/coordinate conference rooms; handle AV setup and teardown.
• Manage shipping for the department and procurement of supplies.
• Prepare requisitions for restricted items and coordinate with Admin Director.
• Plan meetings/events; prepare agendas and distribute materials; record notes.
• Support Residency Program Manager with events and program activities.
• Maintain department website and roster; post department news.

Skills

Verbal and written English

Microsoft Office

Independent work

Interpersonal skills

Problem solving

Confidential information handling

Multicultural/diverse environment

Education

Bachelor’s degree

Associates degree

High school diploma

Tools

MS Access

OneDrive

Outlook

AV equipment

Job description

POSITION SUMMARY: Performs complex administrative duties in preparation and completion of all fiscal and administrative projects in the Department of Obstetrics & Gynecology. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.

Position: Senior Administrative Coordinator

Department: OB-GYN Administration

Schedule: 40 hours

Essential Responsibilities / Duties

• Act as the Reception Desk for the Department, including receiving guests and guiding them to meetings, answering the main administrative office phone line, screening, transferring calls, or taking messages, as needed.
• Create Word documents/correspondence, Excel spreadsheets, and PowerPoint presentations; assist in maintaining Access databases.
• Generate, proofread and edit correspondence for content and grammatical correctness.
• Maintain department-specific and hospital administrative forms; update and/or create new departmental forms as needed; provide to faculty and staff upon request.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Maintain conference room calendar; make room bookings, AV set-up and break-down for meetings and classes.
• Manage all shipping needs for the department, including preparing shipping labels.
• Manage procurement of office supplies from approved vendors and maintain inventory of the supply room.
• Prepare requisitions for restricted items requested by for review and approval by Administrative Director.
• Plan, organize, and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Assist Residency Program Manager with various projects, including but not limited to, test days, interview days, graduation, and orientation.
• Maintain the department’s external website, including ensuring the faculty roster is up-to-date, and posting recent news articles highlighting the department’s work.

Faculty Support

• Maintain provider credentialing licenses and certifications.
• Receive, retrieve, and upload patient consents to One Drive and medical records.
• Manage the weekly Grand Rounds schedule, including setting up zoom meetings, coordinating with any outside speakers, distributing the schedule monthly, maintaining meeting attendance records, generating reports, collecting COI disclosures from faculty and residents at beginning of each academic year, and preparing and administering BUSM CME documentation.
• Provide administrative support for OB/GYN faculty and clinical researchers, including: coordinating and scheduling administrative meetings, including any site visits, maintaining Outlook calendars, assisting with preparation of presentations for speaking engagements and academic teaching, and expense reimbursement requests.
• Monthly preparation of FPPE / OPPE reports.

Other Duties

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
• Follow established hospital infection control and safety procedures.
• Perform other duties as assigned or as necessary.

JOB REQUIREMENTS

• Bachelor’s degree plus 1-year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus
• 5 years related experience or associates plus 2 - 3 years related experience).

Experience

• Must have at least 1 year of administrative or office experience.
• For candidates with an Associates or secretarial program certificate, work requires 2 -3 years minimum administrative related experience.
• For candidates with high school diploma, work requires at least 5 years office administrative experience.

Knowledge And Skills

• Superior verbal/written English communication skills, including excellent grammatical, editing, and proofreading skills.
• Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, PowerPoint, Outlook) and web browsers.
• Ability to work independently and exercise independent judgment
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with diverse groups, including residents, fellows, students, physicians, nurses, administrators, and other clinical and non-clinical staff members, as well as external partners.
• Strong problem solving skills
• Proven ability to work with confidential information
• Ability to work in a multi-cultural, diverse, decentralized environment

Compensation Range

$50,000.00- $70,000.00

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