Administrative Coordinator- Obgyn

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Reports to the Administrative Manager of OB/GYN and accountable to the Chief of Maternal-Fetal Medicine, the Vice Chair of Quality, Equity & Safety, and the Medical Directors of Outpatient Obstetrics, Ultrasound, and Labor & Delivery, as well as the Chief of Midwifery. The Administrative Coordinator is responsible for administrative aspects of QE S, the division of Maternal Fetal Medicine, and QGenda department scheduling.

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

• Administrative support to the Chief of Maternal-Fetal Medicine; the Vice Chair of Quality, Equity & Safety; and the Medical Directors of Outpatient Obstetrics, Ultrasound, Labor & Delivery, and Chief of Midwifery.

• Calendars and scheduling, including occasional travel arrangements for MFM faculty

• Travel and coordination of physician government travel for committee service

• Harvard CVs, publications and CME

• Credentialing assistance for the designated providers and Credentialing Coordinator for multiple sites

• PowerPoint presentations

• Expenses

• 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

• 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:

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