Administrative Coordinator
Beth Israel Deaconess Medical Center - Boston, MA

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Department: Maternal Fetal Medicine

Employment Status: Full Time

Shift: Day

Department Description:
This role will support the division by triaging phone calls, interfacing with patients, making appointments, billing and working with clinical manager and division director. Calendar management and meeting support.

Maternal Fetal Medicine provides continous care and consultation for women with high-risk pregnancies, including patients with medical conditions such as hypertension, diabetes, or heart disease, pregnancies complicated by conditions such as multiple gestation, fetal anomalies, intrauterine growth retardation, pregnancy induced hypertension, perterm labor and pregnancy loss. A corresponding 34 bed neonatal intensive care unit provides services for infants. The perinatal service is staffed by maternal-fetal medicine specialists and perinatal clinical nurses. THe division has an active prenatal diagnosis service including CVS and amniocentesis, and a fully staffed antepartum testing unit providing fetal heart rate testing, ultrasound, Doppler and cordocentesis. This role will work in the Division of Maternal Fetal Medicine supporting the Division Director and fellowship program and providing academic support to the other full-time physicians in the division.

Job Summary: Provides support for leadership positions and a division or department by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:

  • Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, refer to other managers or to resolve the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
  • Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.
  • Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.
  • Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
  • Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.

  • Required Qualifications:

  • Associate's degree required. Bachelor's degree preferred.
  • 3-5 years related work experience required.
  • Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

  • Competencies:
  • Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  • Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  • Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  • Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
  • Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

  • Physical Nature of the Job:
    Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

    About this company
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    Beth Israel Deaconess Medical Center (BIDMC) is a patient care, teaching and research affiliate of Harvard Medical School, and currently...