Operations Coordinator

Position Summary

The Operations Coordinator provides general administrative support to new hires, coordinates onboarding of equipment and system access, manages off‑boarding, handles calendar management, drafting correspondence, preparing presentations and reports, maintaining organizational contacts, and assists the Director with triaging calls, scheduling meetings, travel arrangements, and processing reimbursements.

• Provide administrative support, including calendar management, scheduling meetings, taking meeting notes, following up on meeting‑generated tasks, and preparing documents and slides using PowerPoint, Excel, and Word.
• Compose high‑level correspondence and memoranda independently, and edit and proofread all written materials to ensure accuracy and data validity before submission.
• Maintain the leadership’s calendar, coordinate vacation scheduling, and prevent scheduling conflicts.
• Makes registration and travel arrangements, hotel reservations, and provides written itineraries for all travel plans.
• Schedule meetings, track responses, and coordinate audio‑visual and technology requirements.
• Prepare information packages for meetings and distribute them on time.
• Ensure meeting notes and other written documents are accurate and professional.
• Follow up with Directors to ensure adherence to project and task deadlines.
• Manage vendor invoices, accounts payable for the department, and subscriptions; monitor and maintain inventory of office supplies and equipment.
• Purchase supplies within budget and keep office equipment in working order, contacting IT or service providers as needed.
• Evaluate, develop, and revise administrative systems to improve efficiency.
• Determine nature of phone calls and initiate appropriate disposition.
• Create reports, spreadsheets, charts, presentations, or other correspondence requested.
• Perform office‑related duties such as maintaining organizational charts, up‑to‑date electronic files, manuals, and records; distribute mail.
• Coordinate onboarding of new hires, ensuring equipment delivery, system access, and other requests; coordinate off‑boarding, ensuring return of BMC equipment and termination of system access.
• Act as a liaison with external customers to ensure efficient communications.
• Conduct online and other types of research.

• Required
  
  Education and Experience:
  
  Bachelor’s degree and 3–5 years of progressively responsible office administration experience, or equivalent combination of education and experience.
• Preferred
  
  Education and Experience:
  
  1–2 years of professional work experience in project management, data management, policy research, non‑profit fundraising, or related fields.
• Knowledge, Skills & Abilities (KSAs):
  • Excellent communication skills and diplomacy to interact with external contacts and hospital staff.
  • Exceptional organization to multitask, prioritize, and meet deadlines; ability to keep others organized and on track.
  • Excellent written and verbal communication skills.
  • Good critical thinking skills and demonstrated comfort working independently once given direction.
  • High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

Compensation Range: $20.67 – $29.09 per hour, based on Boston‑area data and subject to modification based on geographic location. BMC offers total compensation that includes medical, dental, vision, pharmacy benefits, discretionary annual bonuses, merit increases, flexible spending accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee wellbeing.

Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or any other non‑job‑related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e‑mail to Talent acquisition or call 617‑638‑8582.