Senior Administrative Coordinator

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

Job summary

Boston Medical Center is seeking an experienced administrative professional to support the OB/GYN Department. The role covers reception duties, document creation, calendar management, and procurement, with a focus on accuracy and confidentiality.

Responsibilities include meeting coordination, data maintenance, and preparing FPPE/OPPE reports, along with supporting faculty and residents. 40-hour work week, competitive benefits, and evolving departmental tasks.

Qualifications

• 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).
• Must have at least 1 year of administrative or office experience.
• Superior verbal/written English communication skills, including excellent grammatical, editing, and proofreading skills.
• Ability to work independently and exercise independent judgment.
• Excellent interpersonal skills to interact with diverse groups and handle confidential information.

Responsibilities

• Act as the Reception Desk for the Department, including receiving guests and guiding them to meetings.
• 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 forms and update departmental forms as needed.
• Monitor and maintain inventory of office supplies and equipment; call for repairs when needed.
• Manage conference room calendars, bookings, AV setup and break-down.
• Manage all shipping needs and procurement of office supplies.
• Prepare requisitions for restricted items for review and approval.
• Coordinate departmental meetings and events, including invitations and materials.
• Support Residency Program Manager with various projects; maintain external website and faculty roster.
• Provide administrative support for OB/GYN faculty and clinical researchers; assist with meetings and expense reimbursements.
• Monthly preparation of FPPE/OPPE reports.

Skills

Administrative experience

English communication

Confidential information handling

Multicultural environment

Education

Bachelor's degree

HS/GED

Associates degree

Tools

Word

Excel

PowerPoint

Access databases

Job description

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.

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

EDUCATION:

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.

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.

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

Boston Medical Center is a leading urban medical center in Boston, providing comprehensive healthcare services with a focus on compassionate care and community health.

Medical Practices Hospitals and Health Care

Company size 2–10 employees

Company type Public company

83 employees on LinkedIn

May 23 May 26

Where they work

40 BRATTLE ST, Arlington, Massachusetts 02476, US