Cardiac Surgery - Administrative Coordinator

Do you want to work in healthcare administration and make a positive impact on the lives of surgical trainees, cardiac surgeons, patients, and their families?

Are you interested in joining a highly motivated and energetic team?

Join the Division of Cardiac Surgery as an administrative coordinator!

Reporting to the Administrative Supervisor, the Administrative Coordinator is critical to fulfilling our educational mission. The Coordinator will support our residency programs, serving as the main point of contact for our residents and fellows. The Coordinator will also work closely with the administrative team to support Divisional events and provide administrative support to our Cardiac Surgeons.

Education Programs Coordination (50%)

Principal Duties and Responsibilities:

• Create, monitor, and securely store documentation of all fellowship educational activity including didactics, curriculum, resident evaluation, semi-annual program director meetings, semi-annual Clinical Competency Committee meetings, surveys, case logging, duty hour monitoring, etc., to assure compliance according to ACGME regulations.

• Coordinate educational events such as resident orientation and graduation activities, teaching conferences, group interview sessions, Clinical Competency and Program Evaluation Committee meetings.

• 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.

• Attend ACGME-regulated meetings, take minutes, prepare evaluations, presentations for review.

• Assist with application review and recruitment process for residency and fellowships.

• Assist with annual ACGME update preparation and document collection.

• Manage fellowship recruitment, including processing and assessing applicants and coordinating interview dates with both faculty and applicants.

• Support for special projects and educational activities: assist with special projects, as requested.

• Other projects and reporting functions as assigned by Administrative Supervisor, Education Programs Manager, and Program Director.

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 problem solve 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

1.Extensive daily communication and contact with many Clinical and Administrative Departments of BWH, BWPO, DFCI and other Network Sites. This requires routing factual and confidential information and a detailed knowledge of policies and procedures at this institution as the others.

2.Maintains schedule for faculty with all meetings at BWH, satellite offices and outside engagements.

3.Handles all telephone calls and messages having to do with the Faculty's administrative practice, triaging calls, as necessary, to appropriate personnel.

4.Receives and sorts all mail for faculty.

5.Maintains and organizes filing system for faculty.

6.Composes routing correspondence to patients and physicians. Abstract basic information from patient records and other files.

7.Coordinates meetings using appropriate internal hospital resources whenever possible.

8.Coordinate any special functions, including but not limited to recruitment activities and visiting professorships, requested by the surgeon, which includes booking hotel conference/function rooms, catering and entertainment.

9.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.

10. Prepares, submits, and follows up on check requests, work orders, and resource booking requests to ensure completion.

11. All other duties as needed and requested by the Administrative Supervisor and the Administrative Director.

12. Performs all other duties related to the surgeon's administrative practice at the Brigham and Women's Hospital, and other satellite offices including faxing, filing, photocopying, scanning, completion of forms and routine mailings as required.

13. Makes frequent travel and housing accommodations for various meetings and speaking engagements, including processing and tracking of travel reimbursements for visiting physicians and foreign dignitaries.

14. Monitors surgeon's travel, lecture, and vacation schedule.

15. Monitor surgeon's state license and credentialing, and renews when necessary.

16. Maintain surgeon's current CV information.

17. Monitors and maintains budget for any special projects or events planned by the Surgeons

18. Plan meetings and conferences, which may also require tracking of budgets or the ability to compose minutes.

19. Helps organize and maintain of vendors and speakers for various divisional meetings including but not limited to the Quality Assurance Meeting.

20. Run work-related errands as they arise for faculty.

21. Any projects assigned by the Administrative Supervisor or Administrative Director.

• Ability to effectively respond to time sensitive and confidential issues.

• Excellent organizational skills with the ability to oversee multiple projects at the same time and the ability to function well under deadlines.

• Excellent interpersonal skills and flexibility.

• Strong communication (oral and written) skills with all levels of employees.

• Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.

• Initiative and ability to work both independently and as a member of a functional team.

• Maturity to work effectively with all levels of faculty, administration, and staff.

• Detail oriented.