Job Description
Administrative Coordinator (BEACON Clinic) Location Boston, MA : POSITION SUMMARY: The Administrative coordinator provides complex administrative support in preparation and completion of all administrative projects and assignments. The primary responsibilities are split between surgical scheduling, back-up procedure unit (BEACON Clinic) scheduling and administrative support including, but not limited to: front desk coverage, oversight of appointment waitlist and recall lists, and cross-coverage of all specialty coordinator roles as needed. Provides ongoing special project support to department operations. Position: Administrative Coordinator Department: OBGYN Schedule: Full Time ESSENTIAL RESPONSIBILITIES:
- Schedules surgeries, ensuring the department operates in an effective, efficient, and professional manner.
- Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
- Provides administrative support including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
- Independently composes high level correspondence and documentation of professional quality.
- Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
- Maintains OR calendars accurately with particular attention to preventing surgical scheduling conflicts.
- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
- Assures that all messages are accurate and forwarded promptly to the appropriate party
- Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
- Exercises discretion and independent judgment with respect to matters of significance to the department and the institution
- Serves as the department administrative expert with regards to compliance policies & departmental procedures.
- Maintains the monthly schedule for surgical scheduling coverage.
- Provide support for M.Ds and/or senior management as necessary.
- Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
- Conforms 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.
- Utilizes hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals.
JOB REQUIREMENTS: EDUCATION: - Associate's degree (or equivalent) in Business Administration, Business Management (or related field) plus 3 years related experience.
- Will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience.
- Candidates with a Bachelor's degree must have at least 1 year of administrative or office experience.
EXPERIENCE: - 1-5 years of administrative or office experience based on education
KNOWLEDGE AND SKILLS: - Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
- Highly proficiency with Microsoft Office applications and web browsers.
- Ability to work independently and exercise independent judgment
- Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
- Effective interpersonal skills
- Strong problem solving skills.
- Proven ability to maintain strict confidentiality of all personal/health sensitive information.
Equal Opportunity Employer/Disabled/Veterans
Job Tags
Full time,