POSITION SUMMARY:
The BEACON Senior Administrative Coordinator serves as the key support for coordinating a large, reproductive health services housed within a busy ambulatory clinic, responsible for both the day to day workings and the forward progress of the clinic. Responsible for collecting quality data, scheduling gynecology procedures, oversight and, training of all schedulers, preparing documents, reports and presentation slides. Works autonomously, sets priorities, and makes independent decisions of a complex nature. Monitors scheduling turnaround time and the GPU/PPU schedule utilization. Provides ongoing special project support to ensure regulatory compliance.
Boston Medical Center (BMC) is more than a hospital. It´s a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all—and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet – an integrated health care delivery systems that includes many community health centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.
Position: BEACON Senior Administrative Coordinator
Department: DOB OB/GYN Support Staff
Schedule: Part Time
Shift Options: (8:00am-4:30pm or 8:30pm-5:00pm)
24-Hours minimum per week, No weekends.
ESSENTIAL RESPONSIBILITIES / DUTIES:
Responsible for scrubbing the schedule and looking for inappropriately booked patients. Provide feedback to the person who scheduled the appt or their manager about the inappropriate booking.
Communicates regularly with the ops manager and medical director with questions re: schedules, projects, trainings, or other administrative challenges.
Provides closed-loop communication about all tasks, including being forthright if unable to complete the task
Works closely with the GPU Procedure Scheduler (GYN procedures) to ensure adequate scheduling across the sessions, including supporting scheduling from the GPU GYN POOL when needed.
Covers for the GPU procedure scheduler during time away.
Works with other administration in the clinic and the residents service to schedule and manage add-ons in both the GPU and the PPU
Ensures regular checking of voicemail and emails, including signing out voicemail, EPIC messages and Email during time away.
Works with DPH Abortion Access Coordinator and CHCs to facilitate referrals
Attends all operational meetings
Maintains charts for PPU pts headed to the GPU
Maintains tracking logs for pts having medication management
Maintains administrative and clerical stock and supply ordering including consents, patient handouts, and educational materials (med ab documents for example)
Collates the data for the DPH QUARTERLY, and send to DPH. Review the statistics with BEACON Director to ensure accuracy. Attend DPH Meetings.
Partners with Director to build relationships within the community.
Checks in patients
Verifies insurance for patients seeking abortion who have atypical insurance
Manages pts going through the judicial bypass system.
Prepares meeting agenda; prepares and distributes information packages required for meetings. Takes and prepares minutes of meetings. Ensures that minutes and other written documents are professional and accurate.
Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party.
Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
Serves as the department administrative expert with regards to compliance policies & departmental procedures.
Manages Templates (to include QGenda updating) for BEACON Clinic.
Completes reminder calls
Provide support for M.Ds and/or senior management as necessary.
Tracks all data, correspondence, committee and administrative operations related to the department and associated committees.
JOB REQUIREMENTS
EDUCATION:
Bachelor's Degree or equivalent combination of training and experience.
Minimum of 3 years experience in medical or healthcare institutions, ideally in academic medicine.
KNOWLEDGE & SKILLS:
Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail.
Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor for favorable "first impression". Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds.
Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook).
Compensation Range:
$24.04- $33.65This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.
NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.
Equal Opportunity Employer/Disabled/Veterans
According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.
Skills Required
- Bachelor's degree or equivalent combination of training and experience
- Minimum of 3 years of experience in medical or healthcare institutions
- Experience in academic medicine
- Ability to work independently, prioritize work, anticipate deadlines, and maintain attention to detail
- Exemplary written and verbal communication skills
- Professional telephone manner and demeanor
- Strong interpersonal skills and ability to handle confidential information
- Proficiency with Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook
Boston Medical Center (BMC) Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Boston Medical Center (BMC) and has not been reviewed or approved by Boston Medical Center (BMC).
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Pay Growth & Progression — Recent union agreements delivered significant raises for nurses and many non‑RN groups, lifting pay levels in those cohorts. Feedback suggests these structured increases improved satisfaction for roles covered by the contracts.
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Affordable Benefits — An option for a no‑premium medical plan, strong pharmacy discounts, and low‑cost same‑day care position healthcare as cost‑effective. Additional programs like diabetes support and coaching further reduce out‑of‑pocket burden.
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Leave & Time Off Breadth — Full‑time staff receive a large PTO bank that grows over time and extended parental leave for birth or adoption. Colleagues also have access to emergency child and elder care supports and childcare discounts.
Boston Medical Center (BMC) Insights
What We Do
Boston Medical Center, located in Boston’s historic South End, is a private, not-for-profit, 567-bed, academic medical center and the primary teaching affiliate for Boston University School of Medicine. Recognized for its high-quality, nationally ranked and comprehensive medical care for the entire family, patients have access to the most current treatment and advancements at BMC. BMC physicians lead the way in pioneering new therapies that impact the care of patients locally and worldwide. In 2013, BMC made the decision to invest in a four-year campus redesign that includes additions to buildings, upgrades to existing structures, and an expansion of the Emergency Department. Once completed, the redesign will provide clinical workspaces with state-of-the-art facilities and equipment to solve BMC's most pressing care delivery needs. Already complete, the hospital’s Shapiro Center is Boston’s newest outpatient care facility and features a quarter-million square feet of clinic space, key support services, one of the region’s most technologically advanced pharmacies, and a bright, spacious café. Housed in a facility that provides world-class, patient-centered care at every visit, BMC doctors are among the best in their field. Many are recognized annually as “Top Doctors” in their medical and surgical specialties by publications such as U.S. News & World Report and Boston magazine. Boston Medical Center is also the largest safety net hospital in New England and extends into the community as a founding partner of Boston HealthNet, a network of 15 community health centers throughout Boston serving more than a quarter million people annually. No matter whom you meet at BMC, all are committed to providing every patient and family member with the highest quality of care, respect, warmth and compassion.
