Reports to the Administrative Manager of OB/GYN and accountable to the Vice Chair of Quality, Equity & Safety. The Administrative Coordinator is responsible for scheduling for the department of Ob/Gyn in QGenda as well as administrative aspects of QE+S.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Includes but not limited to:
Administrative coordination for the Quality, Equity and Safety programs and leadership
• Meeting management, including announcements, organization, minutes and follow-up
• Distribution of announcements
Manager of all department's divisions QGenda scheduling system for physician time away, clinical sessions, service weeks, and labor and delivery shifts
MFM, Specialists, Midwifery, Reproductive Endocrinology and Infertility, Gynecologic Oncology, Nurse Practitioners and oversight for 4 fellowship programs
• Backup for the Administrative Manager and Assistant to the Chief of Obstetrics and Gynecology in administrative support
• Communications officer for Department of Ob/Gyn - collating with division leaders and members to send a weekly digest for the department to ~500 recipients
• Maintains credentialing for all department's Harvard Medical School appointments.
o Processes initial HMS appointments to HMS Office of Faculty Affairs with Peoplesoft/MARS as well as promotion processing and terminations
o Responsible for the quality and the completeness of submissions and the appropriateness of the submissions based on HMS-defined requirements
o Independently work with appointees to obtain completed paperwork timely, follow-up on missing or outdated information or any other items requiring further explanation
o Maintains electronic database files on all professional staff including dates, status, and issues at key milestones throughout the appointment process.
o Electronically file, organize, & maintain all required documentation that is maintained by the Department for each current appointee and those that have termed
o Complete all verification requests timely, as requested by current/past appointees
o Submits monthly reports to the Chief of Service that provide a status report for all faculty in the appointment/re-appointment process at HMS, as well as updating the candidates themselves.
o Serve as a training resource for department coordinators
• In all such efforts confidentiality and sensitivity to physicians and patients are mandatory
• Handle any other projects or tasks that may arise
Perform all other duties that are department specific and are appropriate to this level of position.
Qualifications
QUALIFICATIONS:
Minimum of 5 years of directly related experience
High School Diploma Required, Bachelors degree strongly preferred
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Effective analytical skills; Ability to be pro-active, make appropriate decisions and work independently with minimal supervision. Excellent organizational skills and attention to detail.
Interpersonal and communication skills: Excellent command of English language; strong verbal and written communication skills, including knowledge of medical and scientific terminology.
Information Systems/Technology Skills: Exceptional computer skills (MS Office including Outlook, Word, Excel, Powerpoint, knowledge of QGenda and Mailchimp preferred)
Time Management Skills: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadlines.
Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained.
WORKING CONDITIONS:
Hybrid schedule - in office as well as remote schedule
FISCAL RESPONSIBILITY:
Manages the two division's expense statements submissions
EEO Statement
Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
