Administrative Coordinator - Boston Medical Center

POSITION SUMMARY:

The Emergency Medicine Administrative Coordinator provides complex administrative support in preparation and completion of all administrative duties and department projects. Responsible for all aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, and taking minutes of meetings, sorting and distributing mail, responding to inquiries, and troubleshooting IT and facilities related issues for the Department of Emergency Medicine administrative offices.

This position will also serve as the Emergency Medicine Clerkship Coordinator. The Clerkship Coordinator is responsible for coordination, execution, oversight, and evaluation of the 3rd-year Medical Student Clerkship, 4th-Year Medical Student Sub-Internship, Physician Assistant (PA) Student Clerkship, and the Emergency Ultrasound clerkship.

Position: Administrative Coordinator

Department: Emergency

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Emergency Medicine Administrative Coordinator

• Ensures that the Department of Emergency Medicine (EM) administrative offices run smoothly, efficiently and professionally on a daily basis.
• Provides backup support for other administrative staff during breaks and time out of the office.
• Manages the department email inbox to respond to maintenance requests for IT and Facilities service requests.
• Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.
• Acts as liaison with internal and external customers.
• Orders department office supplies and stationary.
• Orders lab coats as needed for department faculty and staff.
• Supports revenue cycle operations by processing weekly delinquent medical record and verbal order records to ensure timely completion of EM provider charts and charts requesting additional information.

Clerkship Coordinator

• Provides extensive coordination and detail work in performing the responsibilities associated with the medical student programs.
• Works with up to 200 medical students in any given year.
• Coordinates all orientations, student schedules, didactics sessions, simulation sessions, and other educational sessions for each rotation block.
• Manages and schedules teaching activities for the Emergency Medicine Clerkships; including schedules for student didactic sessions, conferences, and exam days. Maintain updated database of teaching materials and learning objectives and make sure the educational platform accessed by students is updated.
• Serves as principal administrative contact and liaison for Emergency Medicine medical education for others at Boston University School of Medicine (BUSM).
• Communicates with students, faculty and advanced practice providers (APPs) via email, phone and written correspondence regarding clerkship schedule and policies/procedures.
• Creates and distributes student schedules in the prescribed timeframe. Works directly with students and faculty to manage schedules on a day-to-day basis, revising as necessary, rescheduling students, preceptors, and faculty as needed. Check to make sure student absences and personal days follow school policy and are approved accordingly.
• Maintains overall student rosters and clinical schedules for the academic year while interfacing with the BUSM Registrar. Schedule away rotators (students from other medical schools who wish to complete a 4th-year Sub-I at BMC) by interfacing with the BUSM Registrar and the Visiting Student Application Service (VSAS).
• Organizes and distributes curriculum materials.
• Coordinates all aspects of the NBME Emergency Medicine subject exams including scheduling students, proctor coverage, special accommodations, remediation exams and payment of exams.
• Oversees preparation and distribution of evaluation documents for both faculty and students.
• The EM Clerkship Coordinator will work with their Clerkship Director, the Clerkship Administrator Chair(s), the Office of Academic Affairs (OAA), and the Office of Medical Education (OME) to ensure that clerkships, subinternships, courses, and electives (as applicable) are consistently meeting BUSM and Liaison Committee on Medical Education (LCME) guidelines.

Other duties

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
• Perform other duties as assigned or as necessary.

Must adhere to all of BMC's RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

JOB REQUIREMENTS

EDUCATION

• A Bachelor's degree in Business or related field is required. Master's Degree preferred. Experience may be substituted with a minimum of 5-8 years work experience in an educational setting.

EXPERIENCE

• Requires at least three years of relevant work experience with one of the required years of experience in healthcare, customer service, managed care or medical insurance.

KNOWLEDGE AND SKILLS:

• Excellent organizational skills to set priorities and efficiently complete assigned work.
• Requires excellent communication, interpersonal and problem solving skills.
• Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner with faculty, staff, students, outside agencies, and all other internal and external contacts.
• Ability to work independently and to make decisions based on department polices and established procedures.
• High proficiency using standard hospital computer systems including Microsoft Office (Word, Excel, Outlook), web browsers, and hospital registration systems.
• Working knowledge of file sharing applications (Dropbox, Box, Google Docs)
• Must be able to maintain strict protocols of all confidential or sensitive information.

Req id: 30970