Administrative Coordinator
About The Position
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Urology Surgery Department Job Summary Summary Responsible for providing comprehensive administrative support and coordination to ensure the smooth operation of various business functions. Manages administrative tasks, manages departmental space and facilities, coordinates projects and programs, and serves as a point of contact for internal and external stakeholders.
Requirements
- High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred
- Administrative Support Experience 3-5 years required
- Proficient in using office productivity software such as word processing, spreadsheet, and presentation tools.
- Demonstrated professionalism, integrity, and the ability to handle confidential information with discretion.
- Ability to adapt to changing priorities and work effectively in a dynamic environment.
- Strong problem-solving skills to resolve issues and make sound decisions independently.
- Strong written and verbal communication skills to effectively interact with individuals at all levels of the organization.
- Excellent organizational abilities to manage multiple tasks, prioritize work, and meet deadlines.
Responsibilities
- Provide high-level administrative support to individuals who may include senior-level management, clinical leadership, executives, or department heads, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Manages all aspects of departmental facilities and office space, including but not limited to: ordering equipment, software, and furniture, coordinating space moves/relocations, collaborating with hospital-based teams to respond to urgent facilities matters, and troubleshooting facilities issues as they arise.
- Assist in the planning, execution, and monitoring of departmental programs, ensuring that timelines and deliverables are met.
- Serve as a point of contact for internal and external stakeholders, including employees, clients, vendors, and partners.
- Organize and maintain files, records, and documents in both physical and electronic formats.
- Identify opportunities for streamlining administrative processes and implement effective solutions.
- Assist in the planning and execution of meetings, conferences.
- Track and reconcile expenses, process invoices, and ensure adherence to budgetary guidelines.
- Activities pertaining to the above may include multiple locations.
- Responsible for submitting and tracking prior authorizations related to scheduled procedures.
- Responsible for scheduling different procedures across the department.
- Responsible for patient contact regarding procedure scheduling.
- Responsible for work queue management.
- Responsible for keeping patient letters and education materials up to date.
- Responsible for training and aiding in the onboarding of new team members as needed
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
