Administrative Coordinator - Immigrant Health Center

Position Summary

Provides complex administrative support in preparation and completion of all administrative projects for the BMC Immigrant & Refugee Health Center (IRHC). Responsible for all aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, and other duties as necessary. Assists with new‑hire, trainee, volunteer orientations and processing other personnel‑related items.

Monitors utilization of space. Provides oversight to the Patient Navigator Program. Position:
Administrative Coordinator, Department:
Immigrant Health Center;

Schedule:

Full Time.

• Create Word documents, Excel spreadsheets, PowerPoint presentations and Access databases.
• Generate, proofread and edit correspondence for content and grammatical correctness.
• Screen calls and correspondence, respond or redirect to appropriate parties, and provide backup coverage for the IRHC front desk.
• Oversee purchasing and reimbursement activities for IRHC and its programs.
• Monitor and maintain office inventory and equipment.
• Report equipment malfunctions and submit service requests.
• Monitor space utilization across multiple disciplines within IRHC.
• Coordinate onboarding processes and complete administrative steps for new providers, staff, trainees and students.
• Orient and provide training and oversight to volunteers and student interns.
• Assist the PI in preparing for publication, proofreading scientific manuscripts, bibliographies and articles.
• Function as a notary or facilitate notary needs of IRHC programs with BMC notaries.
• Facilitate routine updates to the IRHC BMC website and Wix website.
• Report property malfunctions to appropriate authorities.
• Handle mail pick‑up and distribution.
• Maintain updated lists of IRHC providers and staff, phone numbers, extensions, and program listservs.
• Act as point person for receiving and triaging student internship and volunteer requests.
• Manage donations of physical goods for IRHC and its programs (e.g., winter clothing, hygiene supplies).
• Coordinate grant proposal submissions and reports, including grant compliance monitoring, contract management, fundraising databases, donation tracking, and acknowledgement of gifts.
• Provide oversight for the refugee patient navigator program and special project interns.
• Offer research and administrative support for special projects.
• Supervise other clerical staff.
• Oversee community outreach, patient communications, and dissemination of program‑related materials.
• Ensure consistent messaging across IRHC and its programs in donor thank‑you letters, emails, brochures, websites, and other written materials.
• Plan, organize and coordinate meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payment.
• Set up rooms and equipment (A/V tech, conference call, projector).
• Prepare agendas, produce and supply materials, record and distribute meeting notes.
• Adapt to changing departmental needs, provide assistance to other team members, and offer temporary coverage.
• Provide general clerical support, including filing, making appointments, photocopying, faxing, preparing and sending bulk mailings, coordinating conference calls, and maintaining contacts databases.
• Conform to hospital performance and conduct standards, including patient rights and infection control procedures.

• Associate’s degree (or equivalent) in Business Administration, Business Management, or a related field plus 3 years of related experience.
• HS/GED plus 5 years of related experience may be considered equivalent.
• Bachelor’s degree holders must have at least 1 year of administrative or office experience.

• Superior verbal and written English communication skills, including excellent grammatical, editing and proofreading abilities.
• High proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Ability to work independently…