Administrative Coordinator - Division of Cardiac Surgery

Mass General Brigham•Boston, MA

15h•$21 - $30•Hybrid

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. Job Summary Principal Duties and Responsibilities Administrative Coordination (50%) Extensive daily communication and contact with many Clinical and Administrative Departments. This requires routing factual and confidential information and a detailed knowledge of policies and procedures across MGB Division of Cardiac Surgery Prepares various types of medical and administrative correspondence including memoranda, reports, letters and schedules. Composes, proofreads, and edits as necessary. Prepares, submits, and follows up on check requests, work orders, expense reports, and resource booking requests to ensure completion Coordinate divisional events such as visiting professorships, holiday parties, and assist with graduation activities, teaching conferences, and other faculty led events. Coordinate special events such as meetings, dinners, interview sessions, orientations or graduation activities, and surgical statistics regarding admissions, discharges, deaths and complications, database entry and processing of educational program data. Recruit and onboard various roles including, but not limited to, observers and research students Support weekly faculty meetings by running slides and marking down meeting minutes Assist with timekeeping in UKG Administrative Support (50%) Perform administrative duties under minimal supervision at the highest proficiency level. Provides direct support to Cardiac Surgery Faculty and Administrative Supervisor Work is highly complex, non-repetitive and often project oriented. Ability to solve problems and determine best course of action with little direction. Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor. Track expense budgets, perform basic bookkeeping tasks and create financial reports. Assist with training and orienting staff, as needed. Provide cross coverage as needed. Follow HIPAA guidelines for the management of patient privacy and confidentiality. Other duties, as assigned (listed below) Administrative Functions Works as a team member with all staff in the Division to ensure smooth operation of the Division, including participation in staff or faculty meetings, taking minutes, and preparing agendas. All other duties as needed and requested by the Administrative Manager

Requirements

High School Diploma or Equivalent required
Administrative Support Experience 3-5 years required
Leadership Level Support Experience 2-3 years required
Proficient user of Microsoft Office suite, including Excel and Access.
Excellent interpersonal skills and flexibility.
Excellent oral and written skills.
Understanding of and ability to use medical terminology.
Computer software and word processing skills including: MS Word, Excel, PowerPoint, Outlook, Internet and Windows.
Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff.
Strong communication and organizational skills.
Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
Ability to effectively respond to time sensitive and confidential issues.
Initiative and ability to work both independently and as a member of a functional team.
Strong attention to detail.
Ability to handle multiple tasks in a fast-paced environment

Nice To Haves

Associate's Degree Related Field of Study preferred
Interest in health care process improvement and care redesign

Responsibilities

Extensive daily communication and contact with many Clinical and Administrative Departments.
Prepares various types of medical and administrative correspondence including memoranda, reports, letters and schedules. Composes, proofreads, and edits as necessary.
Prepares, submits, and follows up on check requests, work orders, expense reports, and resource booking requests to ensure completion
Coordinate divisional events such as visiting professorships, holiday parties, and assist with graduation activities, teaching conferences, and other faculty led events.
Coordinate special events such as meetings, dinners, interview sessions, orientations or graduation activities, and surgical statistics regarding admissions, discharges, deaths and complications, database entry and processing of educational program data.
Recruit and onboard various roles including, but not limited to, observers and research students
Support weekly faculty meetings by running slides and marking down meeting minutes
Assist with timekeeping in UKG
Perform administrative duties under minimal supervision at the highest proficiency level.
Provides direct support to Cardiac Surgery Faculty and Administrative Supervisor
Work is highly complex, non-repetitive and often project oriented.
Ability to solve problems and determine best course of action with little direction.
Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.
Track expense budgets, perform basic bookkeeping tasks and create financial reports.
Assist with training and orienting staff, as needed.
Provide cross coverage as needed.
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Works as a team member with all staff in the Division to ensure smooth operation of the Division, including participation in staff or faculty meetings, taking minutes, and preparing agendas.
All other duties as needed and requested by the Administrative Manager