Surgical Scheduling & Admin Coordinator

Mass General Brigham; Newton (MA); On-site; USD 56,819,000 - 81,091,000; Full time

Job summary

Mass General Brigham's Newton-Wellesley Hospital is seeking a Surgical Coordinators/Administrative Assistant to support our surgical operations and outpatient practices, serving as a primary contact for patients, providers, and staff.

The role includes front desk duties, coordinating procedures, scheduling, referrals, insurance verification, and calendar management, with responsibility for maintaining records and assisting with special projects.

Qualifications

• High School graduate or equivalent required.
• Associate's degree preferred.
• Experience in an administrative role, preferably in a healthcare setting 5-7 years required.
• Experience supporting senior-level staff 1-2 years preferred.
• Surgical Coordination experience highly preferred.

Responsibilities

• Perform front desk, reception, and general administrative duties.
• Coordinate surgical procedures and schedule patient appointments.
• Manage referrals, insurance verification, prior authorizations, and specialty testing coordination.
• Answer and triage phone calls, relay messages, and provide routine information.
• Support providers with calendar management and expense reconciliation.
• Assist with special projects and other administrative duties as assigned.
• Manage provider schedules, appointments, meetings, and travel arrangements.
• Prepare, review, and maintain reports, presentations, correspondence, and other documents.
• Coordinate meetings, including scheduling, agenda preparation, note-taking, and follow-up.
• Serve as a liaison between providers, staff, patients, and external stakeholders.
• Organize and maintain electronic and physical records.
• Oversee office supply inventory and coordinate equipment maintenance and IT support needs.
• Assist with the planning and execution of projects, events, and departmental initiatives.
• Monitor project timelines and help ensure deadlines are met.

Skills

Administrative experience

Healthcare setting experience

Scheduling and calendar management

Surgical coordination experience

Communication skills

Education

High School diploma or equivalent

Associate's degree

Job description

Mass General Brigham's Newton-Wellesley Hospital is seeking a Surgical Coordinators/Administrative Assistant to support our surgical operations and outpatient practices, serving as a primary contact for patients, providers, and staff.

The role includes front desk duties, coordinating procedures, scheduling, referrals, insurance verification, and calendar management, with responsibility for maintaining records and assisting with special projects.