Surgical Scheduling & Administrative Coordinator

Newton-Wellesley Hospital; Newton (MA); On-site; USD 27,000 - 39,000; Full time

Job summary

Newton-Wellesley Hospital is seeking a Surgical Coordinators/Administrative Assistant to support surgical operations and outpatient practices. You will be the first point of contact for patients, providers, and staff, ensuring an exceptional patient experience while enabling efficient operation of the practice.

Responsibilities include front desk duties, coordinating procedures, handling referrals, verifying insurance, authorizations, calendar management, and supporting 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 experience

Communication skills

Office software

Education

High School diploma or equivalent

Associate's degree preferred

Tools

MS Office Suite

Electronic Medical Records (EMR)

Job description

Newton-Wellesley Hospital is seeking a Surgical Coordinators/Administrative Assistant to support surgical operations and outpatient practices. You will be the first point of contact for patients, providers, and staff, ensuring an exceptional patient experience while enabling efficient operation of the practice.

Responsibilities include front desk duties, coordinating procedures, handling referrals, verifying insurance, authorizations, calendar management, and supporting projects.