Administrative Coordinator at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.


Under the general supervision of the Administrative Manager, the Administrative Coordinator provides administrative, program and project support for the Clinical Director(s) of a Cardiovascular Medicine (CVM) Subspecialty(ies) program(s) and physician teams. This position requires, the ability to organize priorities and complete tasks, excellent interpersonal skills, and a positive attitude. The successful candidate must be able to work independently, requiring minimal supervision and guidance. S/he must be comfortable managing multiple tasks and projects, a high-performer capable of consistent quality work with attention to detail, and well-developed organizational skills. S/he must be highly flexible to learn and utilize office systems (including Microsoft Office) and demonstrate high levels of resourcefulness and problem-solving ability. A significant portion of this role involves interactions with staff members, clinicians, patients & families, meaning exceptional interpersonal and communication skills are required. The Administrative Coordinator is a vital member of the CVM team and must have a desire to continuously identify and recommend process improvements, which allow the practice to continue to grow in scope & complexity while maximizing efficiency in the future.


PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.


• Supports project implementation of departmental initiatives & strategic plans to ensure goals are kept on track.


• Provides general administrative support to department leadership in areas such as creating & maintaining record-keeping systems; develop & maintain databases and/or spreadsheets.


• Assemble materials and compile data for preparation of administrative and operational reports.


• Prepares presentations.


• Maintain computerized schedule; administer voicemail, e-mail and other office technologies.


• Prioritizes and arranges meetings, conferences, interviews and appointments, makes all necessary travel arrangements and itineraries.


• Coordinates new patient communication with referring physicians.


• Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.


• Provides administrative support for CME course, program accreditation.


• Help with the coordination of patient education seminars.


• Help with the coordination of Program specific Fellow or Resident rotation schedules, student coordination.


• Assigned various projects upon request



Qualifications

SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.


• Demonstrate excellent interpersonal, communications, organizational and problem-solving skills along with exceptional attention to detail and follow-through


• Work independently, be a self-starter, be able to anticipate others' needs, exercise good judgment, discretion, and maintain strict confidentiality.


• Work effectively within a challenging environment, develop timelines, and meet deadlines


• Balance multiple tasks and competing priorities


• Work effectively in a team environment


• High proficiency in Microsoft Office applications (Word, PowerPoint, Excel) and other hospital information systems


• Expertise in, or familiarity with, Access or other relational databases preferred


• Possesses strong writing, editing, language and grammar skills evidenced through day to day emails, phone calls, meeting minutes and other methods of correspondence with the public


• Demonstrate exceptional customer service skills


LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000001000000000000000000000000000000000000000000 Not Applicable


EDUCATION: Check boxes that best describe the minimum and preferred education requirements.



Minimum Required:



FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 High school diploma, GED or equivalent


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 Certificate : FORMTEXT Please specify FFFFFFFF000000001400000000000E0050006C0065006100730065002000730070006500630069006600790000000000000000000000000000000000000000000000


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0032003600000000000000000000000000000000000000000000000000 Some college or Associate's Degree


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0034003000000001000000000000000000000000000000000000000000 Bachelor's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Master's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Doctoral Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 None required



Preferred:



FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 High school diploma, GED or equivalent


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003100000000000000000000000000000000000000000000000000 Certificate : FORMTEXT Please specify FFFFFFFF000000001400000000000E0050006C0065006100730065002000730070006500630069006600790000000000000000000000000000000000000000000000


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0032003600000000000000000000000000000000000000000000000000 Some college or Associate's Degree


FORMCHECKBOX FFFFFFFF650000001400070043006800650063006B0034003000000000000000000000000000000000000000000000000000 Bachelor's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Master's Degree


FORMCHECKBOX FFFFFFFF650000001400060043006800650063006B003900000000000000000000000000000000000000000000000000 Doctoral Degree


Field of Study/Additional Specialized Training: Business or closely related field


EXPERIENCE: Indicate the required and preferred (optional)amount and type of experience.


Required: Five (5) years of directly related administrative experience


SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory "scope" and list the number of employees supervised.


Direct: N/A


Indirect: N/A


Non-Employees: N/A



EEO Statement

Massachusetts General 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.