Administrative Coordinator, Chest Disease Center

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

The Chest Disease Center comprises highly skilled, board-certified physicians, fellows and residents (licensed physicians in training), nurse practitioners, physician assistants, registered nurses, and support staff. We are one of only a few institutions that bring together thoracic surgeons and interventional pulmonologists within one division to provide the best, most appropriate, treatment for each patient.

The Division of Thoracic Surgery and Interventional Pulmonology spearheads excellence in the treatment of lung, esophageal, and other chest-related cancers at the BIDMC Cancer Center, as well as basic and clinical-translational research.

In addition, the Division supports: daily clinical operations and program development in Boston, Needham, Milton, and Plymouth; improving the academic stature of cancer surgery and surgical oncology education; exploring funding opportunities for programmatic development; mentorship and career development of surgical oncology faculty and allied clinicians; active participation in and oversight of BIDMC multidisciplinary solid tumor conferences.

This is a full time position, working onsite at BIDMC in Boston, MA. After being fully trained, this role may work remotely 1 day/week. The schedule will be 8am-4:30pm.

$1,500.00 Bonus Eligible!

- Sign on bonuses are paid out in three payments. You will receive your first payment (one third of the total amount) within the first 30 days of employment and is subject to applicable taxes. You will receive the second payment at six (6) months and the third payment (final third of total amount) one year following your start date and all payments subject to applicable taxes.

- Full time status at BIDMC is considered for schedules greater than or equal to 30 hours per week; part time status is 20 to 29 hours per week. Please note, per diem employees are not eligible for sign on bonuses.

- Current and Former BILH candidates - restrictions apply. BIDMC Internal employees or employees within the BILH system are not eligible for the bonus or if you have been employed by a BILH entity within the last 12 months.

- Please note, sign on bonuses are subject to change based on the organization’s hiring needs and will be determined by Talent Acquisition on an ongoing basis. BILH/BIDMC Talent Acquisition reserves the right to change sign on bonus eligible jobs and amounts at any time.

Job Description:

Provides support for leadership positions and a division or department by coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:

• Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
• Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.
• Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.
• Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
• Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.
• Acts as a resource for the department for information and training. Coordinates multiple schedules and diverse workflow to meet operational needs. Accountable for outcome of work with minimal oversight from manager/director.
• Initiates, organizes and implements systems and procedures to efficiently coordinate work of the department.

Required Qualifications:

• High School diploma or GED required. Associate's degree preferred.
• 3-5 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies:

• Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
• Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, kn