Administrative Coordinator, Senior - Department of OBGYN

Site: The Brigham and Womens 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.

• 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

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
Associates Degree Business Administration required or Bachelors 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

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 other project management duties.
• Supporting projects for short mid- and longer-term strategic planning across integrated department
• Independently develop high quality presentation material development and communications (internal and external to department) with minimal direction
• Ensure progress of operational initiatives across department including but not limited to: faculty and staff recruitment new employee onboarding offboarding annual employment requirements (annual training completion conflict of interest reporting etc) under direction of department leadership.
• Event planning for departmental events such as CME events lectureships employee wellness events observerships etc. Responsible to ensure system and department policies are followed and involved in all aspects of planning and execution with limited oversight.
• Administrative duties such as: calendar management with attention to detail and urgency meeting preparation agenda confirmation and distribution answering and triaging incoming calls confidential letter writing and tracking employee annual requirements.
• Acts as backup to the Administrative staff responsible for answering telephones screening calls handling routing or taking messages as necessary; Responsible for timely and appropriate distribution of telephone messages; May require sensitive handling of patient and physician calls; Initiates calls as requested.

Maintain effective and harmonious working relationships with co-workers faculty guest speakers venues and vendors.

Perform all other duties as requested or required.

Hybrid

75 Francis Street

40

Regular

Day (United States of America)

The Brigham and Womens Hospital Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religious creed national origin sex age gender identity disability sexual orientation military service genetic information and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973 the Vietnam Veterans Readjustment Act of 1974 and Title I of the Americans with Disabilities Act of 1990 applicants who require accommodation in the job application process may contact Human Resources at .

Mass General Brigham Competency Framework