Administrative Coordinator

4 weeks ago

Boston, United States Massachusetts General Hospital(MGH) Full time

**Administrative Coordinator**
- (3287127)

**_
GENERAL SUMMARY/ OVERVIEW STATEMENT:_**

Reports to the Administrative Manager of OB/GYN and accountable to the Vice Chair of Quality, Equity & Safety. The Administrative Coordinator is responsible for scheduling for the department of Ob/Gyn in QGenda as well as administrative aspects of QE+S.

**_ PRINCIPAL DUTIES AND RESPONSIBILITIES:_**

Includes but not limited to:

- Administrative coordination for the Quality, Equity and Safety programs and leadership
- Meeting management, including announcements, organization, minutes and follow-up
- Distribution of announcements
- Manager of all department’s divisions QGenda scheduling system for physician time away, clinical sessions, service weeks, and labor and delivery shifts
- MFM, Specialists, Midwifery, Reproductive Endocrinology and Infertility, Gynecologic Oncology, Nurse Practitioners and oversight for 4 fellowship programs
- Backup for the Administrative Manager and Assistant to the Chief of Obstetrics and Gynecology in administrative support
- Communications officer for Department of Ob/Gyn - collating with division leaders and members to send a weekly digest for the department to ~500 recipients
- Maintains credentialing for all department’s Harvard Medical School appointments.
- Processes initial HMS appointments to HMS Office of Faculty Affairs with Peoplesoft/MARS as well as promotion processing and terminations
- Responsible for the quality and the completeness of submissions and the appropriateness of the submissions based on HMS-defined requirements
- Independently work with appointees to obtain completed paperwork timely, follow-up on missing or outdated information or any other items requiring further explanation
- Maintains electronic database files on all professional staff including dates, status, and issues at key milestones throughout the appointment process.
- Electronically file, organize, & maintain all required documentation that is maintained by the Department for each current appointee and those that have termed
- Complete all verification requests timely, as requested by current/past appointees
- Serve as a training resource for department coordinators
- In all such efforts confidentiality and sensitivity to physicians and patients are mandatory
- Handle any other projects or tasks that may arise

Perform all other duties that are department specific and are appropriate to this level of position.

**_
QUALIFICATIONS:_**_ _**

Minimum of 5 years of directly related experience

High School Diploma Required, Bachelors degree strongly preferred

**_ SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:_**_ _**

Effective analytical skills; Ability to be pro-active, make appropriate decisions and work independently with mínimal supervision. Excellent organizational skills and attention to detail.

Interpersonal and communication skills: Excellent command of English language; strong verbal and written communication skills, including knowledge of medical and scientific terminology.

Information Systems/Technology Skills: Exceptional computer skills (MS Office including Outlook, Word, Excel, Powerpoint, knowledge of QGenda and Mailchimp preferred)

Time Management Skills: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadlines.

Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained.

**_WORKING CONDITIONS:_**

Hybrid schedule - in office as well as remote schedule

**_ FISCAL RESPONSIBILITY:_**

Manages the two division’s expense statements submissions

**EEO Statement**

**Primary Location** MA-Boston-MGH Main Campus

**Work Locations** MGH Main Campus 55 Fruit Street Boston 02114

**Job** Administrative Support

**Organization** Massachusetts General Hospital(MGH)

**Schedule** Full-time

**Standard Hours** 40

**Shift** Day Job

**Employee Status** Regular

**Recruiting Department** MGH OB/GYN

**Job Posting** Apr 22, 2024

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