Administrative Coordinator-Obstetrics & Gynecology Department

POSITION SUMMARY:

The Administrative Coordinator provides complex administrative support in preparation and completion of all administrative duties and projects in the Department of Obstetrics & Gynecology. 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, assisting with new hire processing, and other personnel related items. 

We seek an Administrative Coordinator to join our vibrant team who shares our values regarding diversity, equity, and inclusion.

Position: Administrative Coordinator

Department: Obstetrics & Gynecology Department      

Schedule: Per Diem

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative & Office Support

• Act as the Reception Desk for the Department, including receiving guests and guiding them to meetings, answering the main administrative office phone line, screening, transferring calls, or taking messages, as needed.
• Create Word documents/correspondence, Excel spreadsheets, and PowerPoint presentations; assist in maintaining Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
• Maintain department-specific and hospital administrative forms; update and/or create new departmental forms as needed; provide to faculty and staff upon request.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Maintain conference room calendar; make room bookings, AV set-up and break-down for meetings and classes.
• Manage all shipping needs for the department, including preparing shipping labels.
• Manage procurement of office supplies from approved vendors and maintain inventory of the supply room. Prepare requisitions for restricted items requested by for review and approval by Administrative Director.
• 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.
• Assist Residency Program Manager with various projects, including but not limited to, test days, interview days, graduation, and orientation.
• Maintain the department’s external website, including ensuring the faculty roster is up-to-date, and posting recent news articles highlighting the department’s work.

Faculty Support

• Maintain provider credentialing licenses and certifications.
• Receive, retrieve, and upload patient consents to One Drive and medical records.
• Manage the weekly Grand Rounds schedule, including setting up zoom meetings, coordinating with any outside speakers, distributing the schedule monthly, maintaining meeting attendance records, generating reports, collecting COI disclosures from faculty and residents at beginning of each academic year, and preparing and administering BUSM CME documentation.
• Provide administrative support for OB/GYN faculty and clinical researchers, including: coordinating and scheduling administrative meetings, including any site visits, maintaining Outlook calendars, assisting with preparation of presentations for speaking engagements and academic teaching, and expense reimbursement requests.

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.

JOB REQUIREMENTS
 

EDUCATION:

Bachelor’s degree plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience or Associates plus 2 - 3 years related experience).

EXPERIENCE:

Candidates with a Bachelor’s degree must have at least 1 year of administrative or office experience. For candidates with an Associates or secretarial program certificate, work requires 2 -3 years minimum administrative related experience. For candidates with high school diploma, work requires at least 5 years office administrative experience.

KNOWLEDGE & 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, PowerPoint, Outlook) and web browsers.
• Ability to work independently and exercise independent judgment
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with diverse groups, including residents, fellows, students, physicians, nurses, administrators, and other clinical and non-clinical staff members, as well as external partners.
• Strong problem solving skills
• Proven ability to work with confidential information
• Ability to work in a multi-cultural, diverse, decentralized environment

Equal Opportunity Employer/Disabled/Veterans