Pediatrics Special Projects Coordinator - Boston Medical Center

POSITION SUMMARY:

The Senior Administrative Coordinator serves as a key support in ensuring effective, efficient, and professional operations for Ambulatory Pediatrics. S/he will collaborate with Ambulatory and Department leadership, multiple staff stakeholders and faculty while performing complex administrative duties that support the efficient function of Ambulatory Pediatrics. S/he is responsible for all aspects of office operations including preparation of presentations, spreadsheets, correspondence, scheduling meetings, managing calendars, tracking and reporting clinical schedules, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items. This role is part of the core administrative team and requires strong analytical, communication skills and ability to operate independently.
This role provides administrative support directly to Senior Leadership of Ambulatory Pediatrics including but not limited to: Pediatrics Primary Care Medical Director and Associate Medical Director, Pediatric Subspecialties Group Medical Director, Ambulatory Nursing Director, and Director of Ambulatory Operations.

Position: Pediatrics Special Projects Coordinator

Department: Pediatrics

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

General Functions

• 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 the Division and Department Administration as well as coordinating with other divisions and departments.
• Provides administrative support to the Pediatric Ambulatory Leadership team and department, including, but not limited to: scheduling appointments, scheduling meetings, tracking clinical schedules, processing financial/payment requests, 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 calendars for director leadership accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates meetings for director leadership or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverages 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.
• 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 Pediatrics and the institution.
• Arranges departmental luncheons, and other events as applicable
• Serves as the administrative expert within the Ambulatory Pediatrics in regards to compliance policies and departmental procedures.
• Manages purchasing, invoices and accounts payable. Manages subscriptions of databases, scheduling software, etc.
• 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 Crosstown Conference room schedule for the department.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office
• May have to work flexible hours pending implementation of some projects

Ambulatory Pediatrics Services

• Support the recruitment and onboarding for new clinicians including interview schedules, academic appointments, etc.
• Support the development of academic promotion packets.
• Collaborates with clinic-based administrative staff; anticipate issues and proactively work to avoid miscommunications.
• Coordinates clinician 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 Ambulatory Pediatrics and associated committees.
• Partners with department and clinic administration to ensure timely completion of new faculty recruitment, onboarding, and orientation.
• Provides research and administrative support for special projects, preparing grant proposals, processing background checks for potential new hires and follow-up on projects.

• Administrative support of Community Health Centers Liaison activities (which is under PSG leadership oversight):
  • Organize calendar of meetings between PSG medical director and CHC liaison as well as between CHC Liaison and diverse stake holders.
  • Maintains and updates database of contacts in CHC
  • Supports CHC liaison projects, educational meetings, correspondence, and other administrative responsibilities including but not limited to tracking projects and maintaining a database of it
• Administrative support of PSG satellite projects related activities (including SPARK among others)
• Administrative support for Leadership related activities in the STAR unit.

OTHER

• Adheres to BMC Pediatrics Ambulatory and hospital standards, including the following:
  • Adapts to changes in 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.
  • Follows established hospital infection control and safety procedures.

Other duties as needed

JOB REQUIREMENTS

EDUCATION:

• Bachelor's Degree or equivalent combination of training and experience.
• Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.

KNOWLEDGE AND SKILLS:

• Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail. Excellent problem-solving skills; takes initiative to anticipates problems; seeks solutions proactively.
• Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor.
• Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds. Ability to work well with all levels of internal management and staff, as well as outside clients.
• Ability to manage multiple projects simultaneously.
• Requires strong computer proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Must be able to maintain strict protocols of all confidential or sensitive information.

Req id: 31066