Location: Boston, MA, USA
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Administrative Coordinator - Liver Tumor Clinic
Department Description:The Pancreas and Liver Institute (PLI) at BIDMC includes a team of world-renowned surgeons, physicians and researchers who are leaders in the diagnosis and treatment of pancreas and liver conditions. We understand that receiving a diagnosis of pancreas or liver disease can be difficult for you and your family. This is why we put the patient at the center of everything we do, offering the best and latest treatments, and giving patients a chance to participate in clinical trials to benefit from new drugs and therapies. We aim to deliver the Standard of Cure in pancreatic and liver cancer care.
The PLI Admin Coordinator is a critical part of our multidisciplinary care team. Strong skills in communication, organization, teamwork, and compassion are required to be successful in this role.
The ideal candidate will thrive in a fast paced environment.
The hours for this position are either 8a-4:30p/8:30a-5p Monday through Thursday, with a required start time on Friday at 7:45am based upon the clinic schedule.
Job Location:Boston, MA
Job Summary:Provides support for leadership positions and a division or department by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.
Department Specific Job Responsibilities:
+ Supports the patients receiving care in the Pancreas and Liver Institute, which includes but is not limited to the Pancreas MultiDisciplinary Clinic, the Liver Tumor MultiDisciplinary Clinic, surgical oncology clinics and follow up clinics. Works closely with the APP in the clinic, organizes many tests, referrals, and scheduling required to prepare a patient for their clinic appointment.
+ Works with all PLI multidisciplinary staff and providers to support the smooth organization and functioning of the various clinics, clinical conferences, and tumor boards, including CME management of Tumor Board.
+ Cross covers for other PLI and surgical oncology admins when needed to support the patients and providers of PLI and surgical oncology clinics. If MA certified, functions as an MA when needed in the clinics, to help support the flow of patients.
+ Collects data and prepares drafts of reports on clinic volume and statistics available through CCC, OMR, and other online systems; maintains additional databases as needed to collect appropriate data on patients, clinic, and research.
+ Supports outreach efforts by assisting in any additional admin support functions, to ensure successful outreach events.
+ Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
+ Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.
+ Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.
+ Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
+ Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.
+ High School diploma or GED required. Associate's degree preferred.
+ 3-5 years related work experience required.
+ Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
+ Decision Making:Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
+ Problem Solving:Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
+ Independence of Action:Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
+ Written Communications:Ability to communicate clearly and effectively in written English with internal and external customers.
+ Oral Communications:Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
+ Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
+ Team Work:Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
+ Customer Service:Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally