Administrative Coordinator- Per Diem PSG - Boston Medical Center

POSITION SUMMARY:

Provides complex administrative support in preparation and completion of all administrative and budgetary projects. Responsible for all aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, processing personnel action forms, collecting and submitting timesheets, maintaining all departmental and employee files and records, assisting with new hire set-up and maintaining departmental website content up-to-date.

Position: Administrative Coordinator- Per Diem PSG

Department: Pediatric Specialties Clinic

Schedule: Part Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative& Office Support

• Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
• Responsible for screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
• Transcribe technical medical data from recorded dictations. Ensures accuracy of terminology as this information will become an integral part of the patients' medical record.
• Assist the Administrative Director with coordinating confidential personnel-related matters, including but not limited to timesheet collection and submission, reimbursement requests, tracking employees throughout the hospital when needed., etc.
• Make and coordinate travel and hotel arrangements for staff and consultants. Provide general support to traveling staff members, such as handling mail and phone calls if necessary.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Orient and provide training and supervision to volunteers and student interns.

Grant & Funding Support

• Deal with an extensive array of confidential matters involving staff, donors and volunteers related to the marketing and fundraising efforts of BMC and the department/program.
• In collaboration with the Principal Investigator, coordinate grant proposal submissions and reports, including monitoring of grant compliance, managing contract and fundraising databases, tracking donations, acknowledging gifts, drafting of proposals and reports (including budgets and budget documents), and partnering with BMC's Development Office.
• Assist the Principal Investigator in preparing for publication and proofreading scientific manuscripts, bibliographies and articles.

Special Projects Support

• Provide research and administrative support for special projects. Provide oversight of other clerical staff.
• Responsible for assembling and mailing confidential, HIPPA protected correspondence to patient families, referring clinicians, and outside agencies as well as time-sensitive public materials, including mass production letters, brochures, newsletters, etc.
• Ensure that messages are current and consistent in all communications including: donor thank you letters, emails, brochures, website and other written materials.
• Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.

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.
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Conform 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.
• Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
• Follow established hospital infection control and safety procedures.
• 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:

• Bachelor's degree plus at least 1 year office/administrative experience (will consider equivalent combination of formal education and experience, i.e. Associates plus 3 years related experience or HS/GED plus 5 years related experience).

KNOWLEDGE AND SKILLS:

• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Ability to work independently and and effectively prioritize work assignments.
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
• Strong problem solving skills
• Proven ability to work with confidential information

Req id: 28480