Job Description
B. Medical Center (BMC) is more than a hospital. It's a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all-and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet - an integrated health care delivery systems that includes many community health centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.
Position: Senior Administrative Coordinator
Department: Health Equity Accelerator
Schedule: Full Time
We have recently launched BMC's "Health Equity Accelerator" with the purpose of 'transforming healthcare to deliver health justice and well being'. The Accelerator is developing an innovative multi-disciplinary approach to address inequities by focusing in one healthcare area at a time. "Equity in Pregnancy" is the first area of focus for the Accelerator. We are looking for a Program Manager who can support this initiative end to end, and over time evolve other initiatives of the Accelerator. More information can be found on our website: https://www.bmc.org/health-equity-accelerator
Performs complex administrative duties in preparation and completion of all fiscal and administrative projects. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, Serves as the resident expert on department policies & procedures.
ESSENTIAL RESPONSIBILITIES / DUTIES:
General Functions
• Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner.
• Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
• Provides administrative support to the assigned department(s), 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 departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed).
• Prepares meeting agenda; prepares and distributes information packages required for meetings. Takes and prepares minutes of meetings. Ensures that minutes and other written documents are professional and accurate.
• Makes registration and travel arrangements, including hotel reservations. Provides written itineraries for all travel plans.
• 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.
• Manages purchasing, invoices and accounts payable for the department. Manages subscriptions. Assists the Principal Investigator with monitoring departmental budget and account balances, helping managers to stay within approved budgets, and documenting all approved variances.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Maintains the monthly schedule for department coverage. Maintains matrix of hours worked, leaves and vacation/sick time for the Department. Submits weekly timesheets to manager, and when authorized by the Director, submits timesheets to Payroll department.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office
supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
Departmental Services (these duties may vary by department but are generally administrative in nature and require in-depth
knowledge of departmental policies and procedures, as well as in-depth knowledge of often-used software application systems.
Incumbent should be able to work autonomously, set priorities and make independent decisions of a complex nature. The following are
some examples).
• Provide support for M.Ds and/or senior management as necessary.
• Assists in the implementation of the fellowship recruitment plan and time line. Mails out applications and coordinates
applicants for interview appointments, files and tracks completed applications.
• Coordinates interview schedules and detailed itineraries. Responsible for the management, planning, and coordination of
tours, luncheons, meetings, and site visits.
• Tracks all data, correspondence, committee and administrative operations related to the department and associated
committees.
• Provides research and administrative support for special projects, preparing grant proposals, processing background checks for
potential new hires and follow-up on projects.
Other
• Adheres to department and hospital standards, including the following:
• Other duties as needed.
Requirements
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