Senior Administrative Coordinator - Oral Surgery

Position Summary Performs complex administrative duties in preparation and completion of all fiscal and administrative projects. Responsible for all aspects of office operations including preparation of presentations, 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, maintaining and updating contract database, assisting with new hire processing and other personnel related items. Serves as the resident expert on department policies & procedures. Position: Senior Administrative Coordinator Department: Dental Clinic Schedule: Full Time Essential Duties & Responsibilities General Functions Serves as the key support for the GME office, ensuring the department operates in an effective, efficient, and professional manner. Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan. Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures and operational priorities. Provides administrative support to the assigned department(s), including scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides. Independently composes high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution. Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts. Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment such as conference calls, audio-visual equipment, projector, etc., as needed. 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. Makes registration and travel arrangements, including hotel reservations; provides written itineraries for all travel plans. Handles telephone calls in a professional courteous manner; determines nature of all calls and initiates appropriate disposition; assures that 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 purchasing, invoices and accounts payable for the department. Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements. May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc. Departmental Services Provide support for managers and director as necessary. Assist in the implementation of the resident and fellowship onboarding and licensing timeline. Work with training programs to process and approve and track licenses, rotations, and electives. Assist in preparation for Residency Review Committee/ACGME site visits and utilize New Innovations and other applications to prepare and compile site visit documents. Work with Program Coordinators to prepare and finalize Program Letters of Agreement for rotations and electives. Provide support to GME Systems Managers and Accreditation Manager under direction of GME Administrative Director for data management, report generation, and tracking of onboarding and accreditation requirements. Track all data, correspondence, committee and administrative operations related to the department and associated committees. Adhere to department and hospital standards, including adapting to changes in departmental needs and offering assistance to team members as required. Conform to hospital standards of performance and conduct, including patient rights, to provide the best possible customer service and patient care. Utilize hospital’s behavioral standards as the basis for decision making and to support the department and the hospital’s mission and goals. Follow established hospital infection control and safety procedures. Perform other duties as needed. Job Requirements Education: HS/GED plus 7+ years relevant experience; Associates plus 5+ years; Bachelors with at least 3 years relevant experience. Certificates, Licenses, Registrations Required: None. Experience: Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine. Knowledge and Skills: Significant analytical ability to develop and analyze budgets and related justification; ability to work independently, prioritize work, anticipate deadlines, and pay attention to detail; exemplary written and verbal communication skills with courteous telephone manner; strong interpersonal skills to manage confidential information and interact with diverse disciplines; proficiency with Microsoft Office applications including Word, Excel, Access, PowerPoint, Outlook and web browsers; experience with statistical analysis tools a plus; excellent record-keeping, office organizational, and computer literacy skills; ability to maintain strict protocols for all confidential or sensitive information. Compensation and Benefits Compensation Range: $50,000.00 - $70,000.00. The range is based on minimum job qualifications but base pay considers education, experience, skills, certifications, and other factors. Benefits include medical, dental, vision, pharmacy, discretionary annual bonuses and merit increases, flexible spending accounts, 403(b) savings match, paid time off, career advancement opportunities, and resources to support employee and family well-being. Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression. #J-18808-Ljbffr