The Administrative Operations Coordinator (Ops. Coord.) has an important role within the Division of Plastic and Reconstructive Surgery supporting clinical care, research and education. Under the general direction of the Sr. Administrative Director, the Ops. Coord. will partner closely with members of the Division's administrative and clinical leadership team in providing exceptional service to our faculty, trainees, staff and patients.
A successful candidate will have a proactive approach to problem solving and the ability to establish successful working relationships across job titles and functions. A strong interest in healthcare management and administration is preferred. This position will be a 50/50 hybrid of onsite and remote work.
Daily Operations Support
Under the direction of the Division Manager, complete weekly payroll entry in a timely fashion. Maintain meticulous timekeeping records.
Serve as the primary point of contact for Division interactions with Client Services. Process supply orders, invoices and check requests. Work with staff, vendors, and Client Services team to troubleshoot issues as they arise.
Own the maintenance of central Division administrative supportive structures including, for example: shared calendars and email distribution lists, shared file areas, contact lists and web directories, laptop inventory, key inventory, etc.
Staff and Process Coordination
Assist with posting all open staff positions, performing initial candidate outreach, and scheduling interviews. Take a lead role in collecting interviewer feedback, when requested.
Under the direction of the Division Manager, assist with organizing the onboarding needs of new staff including, for example: drafting training templates, submitting training and badge requests, granting systems access and coordinating new employee introductions.
Facilitate the onboarding of all POIs (unpaid persons) participating in Division research or educational opportunities. This will include long-term research collaborators as well as single-day clinical observers, and more. Duties will include: collecting paperwork, liaising between POI and BWH onboarding, enrolling in trainings, and monitoring end dates. Create and maintain systems to track clinical and research POIs.
Assist Division Administrator with management of fellowship programs (three). Duties will include: interview scheduling, onboarding, regulatory record maintenance, graduation and other activities related to the lifecycle of a trainee.
Special Events and Projects
Plan recurring and ad hoc formal Division events, including: social outings, conferences, guest speakers, retreats and luncheons. Duties will include, for example: selecting dates, securing necessary formal approvals and paperwork, organizing with external vendors/speakers/participants, and handling invitations/RSVPs.
Develop and plan informal Division events, including: lunch and learns, after work celebrations, welcome/farewell luncheons, etc. Duties will include: developing an events calendar, suggesting content, and handling invitations/RSVPs.
Participate in special projects for the benefit of the Division, especially those that relate to administrative organization and/or staff wellness.
All other duties as assigned.
Bachelor's degree required
Experience in healthcare, office, or academic institution required.
Experience in an academic medical setting strongly preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
Excellent organizational, analytical, time management and problem-solving skills.
Excellent discretion and judgment to problem-solve and act independently with decision-making responsibilities.
Excellent written and verbal communication skills.
Proactive approach to problem-solving and addressing issues.
Must understand and function effectively in a fast-paced challenging environment and communicate well with a group of physicians and Division leadership.
Proficiency with word processing and data entry, familiarity with basic Excel functions.
Excellent interpersonal skills.
Brigham and Women's Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.