Senior Administrative Coordinator - Pediatric Administration and Residency
Full Time
Roxbury, MA 02119
Posted
Job description
The Department of Pediatrics at Boston Medical Center is seeking a Senior Administrative Coordinator to serve as a key support to the Department of Pediatrics with significant responsibility supporting the Pediatric Residency Program, Pediatric faculty recruitment and general administration to ensure the department operates in an effective, efficient, and professional manner. The position offers an opportunity to become a part of a larger administrative team that works together to ensure the department and residency operate smoothly.
The Boston Combined Residency Program is a large, nationally-recognized, combined pediatric training program based at Boston Medical Center and Boston Children's Hospital. Leadership of the residency is provided through a partnership between the Department of Pediatrics at Boston Medical Center and the Department of Pediatrics at Boston Children's Hospital. As part of the role the Senior Administrative Coordinator will focus on the administrative and clerical aspects of the residency program that exist at Boston Medical Center and they will have the opportunity to work and lead projects for the larger residency.
Faculty Recruitment
Residency
General
Req id: 25320
The Boston Combined Residency Program is a large, nationally-recognized, combined pediatric training program based at Boston Medical Center and Boston Children's Hospital. Leadership of the residency is provided through a partnership between the Department of Pediatrics at Boston Medical Center and the Department of Pediatrics at Boston Children's Hospital. As part of the role the Senior Administrative Coordinator will focus on the administrative and clerical aspects of the residency program that exist at Boston Medical Center and they will have the opportunity to work and lead projects for the larger residency.
Faculty Recruitment
- Assists the Administrative Director in recruitment, onboarding, training and orienting new faculty and staff.
- Serve as primary liaison for the Department of Pediatrics with all new faculty members to answer questions and support them through the onboarding process.
- Facilitates the faculty recruitment process by posting job advertisements on relevant jobsites, maintaining detailed candidate lists, scheduling interviews, planning itineraries for visiting candidates, arrange virtual meetings/interviews, arrange travel and hotel accommodations as needed.
- Partners with BUMG and BMC onboarding/recruitment to ensure timely completion of all onboarding activities.
- Draft offer letters and ensure accuracy and accordance with institutional standards.
- Support and further develop the Department's inclusive and equitable hiring processes. This includes supporting the Standing Leadership Search Committee in all leadership searches, which will include question preparation and evaluation assessments.
- Creates and maintain resource materials related to best practice onboarding process and requirements for faculty candidates and for internal administration.
- Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning faculty salary and performance, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
Residency
- Assist in providing upkeep of scheduling and evaluation software.
- Assist in the on-boarding, licensing, credentialing, re-credentialing and compliance requirements for residents, including tracking completion and sending reminders as needed.
- Communicate regularly and professionally with residents, faculty, and staff regarding activities, schedules, evaluations, conferences, meetings, and events.
- Assist in scheduling meetings that involve multiple stakeholders.
- Assist in recruitment activities including diversity recruitment efforts.
- Collect reimbursement documents from residents, staff, and faculty, ensuring proper documentation is submitted for reimbursement and processing.
- Manage vendors, room booking and catering for daily educational lunch conferences and scheduled leadership meetings as well as additional event planning for other special events including retreats, training, orientations, and graduations.
General
- Support the administration of the Pediatric Department's health equity programs including the oversight of the KidsFund philanthropic fund. This will include expense approval, tracking, reporting and reimbursements.
- Work with the finance team responsibilities will include faculty CME expense tracking and deposits related to contract revenue.
- Provides administrative support to the Pediatric Vice Chairs, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
- Greets and assists visitors and employees in a professional and courteous manner. Handles telephone calls for the department and determines the urgency of calls; makes appropriate referrals; follows up to ensure responsiveness to high priority calls and messages. 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
- Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
- Utilizes hospital's behavioral standards as the basis for decision-making and to support the department and the hospital's mission and goals.
Req id: 25320
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