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 and referral coordinator. back-up procedure unit 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: Per Diem

ESSENTIAL RESPONSIBILITIES:

Schedules surgeries and patients from work queue 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.
Assists with rescheduling patients as needed
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

CERTIFICATES, LICENSES, REGISTRATION REQUIRED:

None

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

Boston Medical Center

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