Administrative Coordinator

Site: The Brigham and Women's Hospital, Inc.

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

*The schedule for this position is 11am to 7:30pm, Monday through Friday and fully onsite. This is primarily an administrative role with additional operating room responsibilities, including supporting clinical teams with equipment setup and troubleshooting as needed*

 

Job Summary

Department of Anesthesiology:

The Administrative Coordinator specializes in providing complex administrative support duties for an individual, group, or department. Responsibilities may include coordination and scheduling, project work, coordinating work of others, supplies and equipment ordering, payroll and general reporting. May work for one or several department professionals or leadership of varying levels. Mentors other staff, provides functional guidance, and assistance with orientation and training. This is the highest-level support role.

Essential Functions:
- Provides complex administrative support duties.
- Prepare reports, meeting minutes and correspondence.
- Create and edit documents, spreadsheets and presentations.
- Manage schedules, arrange appointments and itineraries.
- Coordinate meetings, travel, conference calls, and complete expense reports
- Answer and transfer phone calls.
- Responds to routine or moderately complex inquiries (via mail, email, phone) with little direction, asking for guidance when necessary.
- Works on projects, coordinating work, taking initiative using all available resources, following through on issues when needed, applying knowledge as appropriate with little or no direction.
- Tracks expense budgets, performs basic bookkeeping tasks and creates financial reports.
- Tracks and analyzes financial and productivity data, sets up databases.
- Mentors other staff, provides functional guidance, helps with orientation and training.
- Oversee workflow and act as lead in department.
- Performs advanced tasks under minimal supervision.
- Mentors and trains less-experienced team members.

 

Qualifications

• High school diploma or GED required.
• Associate's degree preferred.
• Administrative or secretarial experience 5-7 years required.
• Medical office or healthcare experience 2-3 years preferred.
• Requires highly proficient/advanced administrative skills and office applications skills.
• Ability to manage more complex phone calls.
• Highly proficient in all communication skills (phone, verbal and written) Ability to handle sensitive information and situations with poise and professionalism.
• Ability to proofread and edit written documents.
• Strong organizational, coordination and judgment skills Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

 

Additional Job Details (if applicable)

This position is 100% onsite, and the hours are 11am to 7:30pm, Monday through Friday.

Administrative responsibilities:

• Reports to the Senior Administrative Manager, Clinical Operations, Brigham and Women’s Hospital.
• Prepares documentation to be sent to the National Board of Echocardiography for all fellows/attendings being certified/re-certified.
• Organizes division Echo protocols, quality control, and liaison with the Intersocietal Accreditation Commission (IAC) to provide documentation during audits.
• Serves as a liaison between Central Processing Department/MGB IT/Biomed/vendors’ field service engineers to solve complex issues and keep machines up to date.
• Owns image management for departmental educational purposes (preparing cases for biweekly echo conference, downloading images for educational talks, etc.).
• Completes database entry for a variety of data support purposes.
• Orders and maintains inventories/supplies for intraoperative echo (e.g.