Administrative Coordinator, Senior - Department of OBGYN

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.

 

 

Job Summary

The Department of Obstetrics and Gynecology is seeking a Senior Administrative Coordinator candidate who is passionate about building and sustaining an inclusive and equitable working and learning environment for all employees, staff, and faculty. They should possess a strong interest in working with others and fostering an inclusive team environment. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

The Senior Administrative Coordinator provides support for the executive leadership team – specifically the Vice President of AMC OBGYN and director-level leaders – and OBGYN department as a whole. Major responsibilities include operational and administrative project management, multisite coordination, scheduling and maintaining calendars, database management and reporting, management of confidential information, legal documents, distribution of correspondence, establishment and maintenance of files, and phone management. Provides backup to Administrative and Executive Assistants and other staff in the Administration Divisions.

 

Qualifications

PRINCIPAL DUTIES AND RESPONSIBILITIES: 

• Provides direct support to Vice President of AMC OBGYN and other director-level departmental leaders
• Performs administrative duties under minimal supervision at the highest proficiency level including calendar management, meeting preparation, and project coordination
• Ability to problem solves and determine best course of action with little direction
• Act as a lead, assign and prioritize workflow, troubleshoot issues
• Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.
• Track and analyze project and productivity data; set up databases
• Provide cross coverage as needed
• Follow HIPAA guidelines for the management of patient privacy and confidentiality
• Other duties, as assigned
• See Addendum

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:  

Technical skills required:

• Knowledge of hospital operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills:

• Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems

System Skills:

• Advanced computer skills. Ability to use all applicable applications at highest competency level.

• Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
• Advanced understanding and use of medical terminology.
• Advanced comprehension of billing and fiscal information.
• Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

Education
Associate's Degree Business Administration required or Bachelor's Degree Business Administration preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience
Administrative Support Experience 3-5 years required and Executive Level Support Experience 2-3 years required

 

Additional Job Details (if applicable)

JOB SPECIFIC TASKS AND RESPONSBILITIES

• Daily oversight of executive leader schedules, specifically the Vice President of AMC OBGYN and director-level leaders, across multiple locations. Proactive calendar management to ensure preparedness for meetings. Preparation of agendas, meeting minutes, action item tracking, and