Administrative and Fellowship Coordinator

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.

Replacement

Job Summary

The administrative and fellowship coordinator provides project and administrative support to the Chief of the Division of Breast Surgery. This position serves two primary functions:
administrative and project support to the Division Chief (80%)
the supervision of the Fellowship Education Director and Administrative Director acts as the Divisions fellowship coordinator. (20%)
The position provides comprehensive project coordination and administrative support in areas including but not limited to calendar and meeting facilitation; project support; domestic and international travel coordination; expense reconciliation; general executive support; office management; divisional and other duties. The ideal coordinator is a highly motivated individual who shows initiative is goal-oriented with strong problem solving and multi-tasking skills and has the ability to work as part of a team and independently.

.PRINCIPAL DUTIES AND RESPONSIBILITIES:

Calendar & Meeting Facilitation

• Plans manages and facilitates meetings seminars and conferences. Specific responsibilities include:

• Calendar management

• Obtaining and organizing planning information

• Receiving appropriate approvals

• Facilitating and communicating meeting minutes

• Reserving location(s) and ordering A/V food services etc.

• Preparing agendas schedules syllabi and/or teaching materials

• Coordinating attendance and communication

• Managing other items including budgets as necessary

Project Support

Provides project support on new and on-going initiatives.

Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved.

Manages the day-to-day operational aspects of the scope of the project.

Takes ownership of projects under the direction of the Division Chief and Administrative Director

Makes decisions and executes project assignments based on knowledge of practice operations and through research and collaboration.

Domestic and International Travel Coordination Prepares domestic and international travel arrangements. Corresponds with sponsoring institutions and societies. Prepares itineraries. Completes expense reimbursement process.

Expense Reporting

Monitors and reconciles Division Chief faculty and APP expenses.

Collects organizes and prepares information for submission of domestic and international travel and other expense reimbursements.

Executive Administrative Support

Support the surgeon recruitment and search committee process.

Answers screens and routes telephone calls in a timely manner

Communicates with Division and Departmental leadership under the direction of the Division Chief and Administrative Director

Greets and directs visitors.

Responds to requests for routine information or assistance within scope of knowledge.

Composes routine and advanced correspondence

Maintains files and confidential record keeping systems.

Opens and sorts mail.

Photocopies sorts collates and distributes documents as required.

Office Management

Oversees general office operations to ensure continued workflow. Includes overseeing engineering requests copy machine operation fax machine operation divisional computers telephone work orders and other required services.

Oversees ordering of office supplies to ensure daily operations are not halted due to lack of supplies or equipment.

Fellowship Coordination

Manages and coordinates program operations and processes.

Provides administrative and operational support to the fellowship program.

Works collaboratively with the Fellowship Education Director to assure compliance with all objectives and regulatory requirements.

Makes decisions and communicates in conjunction with the Fellowship Education Director and Administrative Director.

Schedules monthly meetings with fellows and director

Facilitates yearly fellowship mentorships sessions with faculty and fellows.

Maintains necessary paperwork records and files required to support the program.

Divisional & Other Duties

Manage and maintain CME accreditation as needed

Attends team meetings as required and contributes in a positive manner.

Supports Division initiatives as they are implemented.

Seeks improvement opportunities throughout Division.

Performs other duties as assigned.

QUALIFICATIONS:

• Bachelors Degree required.

• Excellent customer service skills required.

• Minimum of two years relevant work experience preferred.

• Ability and skills necessary to fulfill the above requirements.

• Experience working in a matrixed organization/environment preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Must maintain the highest standards of professionalism ethics and integrity.

• Must have strong customer service verbal and written communication and interpersonal skills in dealing with patients providers and colleagues.

• Must be team-oriented in dealing with multiple stakeholders and communication channels.

• Must be sensitive to and supportive of patients families and care-providers.

• Must have excellent problem-solving skills.

• Must have exceptional organizational skills and attention to detail.

• Must have very strong computer skills including word processing email calendars spreadsheets slide presentations web-based applications and internet searches.

• Must have ability to prioritize and follow through on many tasks ranging from immediate to long-term and from independent to collaborative.

• Must have willingness to learn from others and to share ones own knowledge with others.

• Must have flexibility to assume new responsibilities and to cover others responsibilities when needed.

• Must be resourceful in obtaining information when it is not readily available and in responding to unusual situations.

• Must have ability to recognize problems establish priorities and initiate appropriate responses.

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 35lbs

Carrying Occasionally (3-33%) 20lbs - 35lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Hybrid

75 Francis Street

40

Regular

Day (United States of America)

Pay Range

- /

Grade

5

At Mass General Brigham we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive and any offer extended will take into account your skills relevant experience if applicable education certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however it does not encompass all elements contributing to your total compensation addition to competitive base pay we offer comprehensive benefits career advancement opportunities differentials premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

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