Senior Administrative Coordinator

Performs complex administrative duties in preparation and completion of all fiscal and administrative projects in the Department of Obstetrics & Gynecology. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.

Department: OB-GYN Administration

Schedule: 40 hours

ESSENTIAL RESPONSIBILITIES / DUTIES:

Act as the Reception Desk for the Department, including receiving guests and guiding them to meetings, answering the main administrative office phone line, screening, transferring calls, or taking messages, as needed.

Create Word documents/correspondence, Excel spreadsheets, and PowerPoint presentations; assist in maintaining Access databases.

Generate, proofread and edit correspondence for content and grammatical correctness.

Maintain department-specific and hospital administrative forms; update and/or create new departmental forms as needed; provide to faculty and staff upon request.

Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.

Maintain conference room calendar; make room bookings, AV set-up and break-down for meetings and classes.

Manage all shipping needs for the department, including preparing shipping labels.

Manage procurement of office supplies from approved vendors and maintain inventory of the supply room.

Prepare requisitions for restricted items requested by for review and approval by Administrative Director.

Plan, organize, and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.

Assist Residency Program Manager with various projects, including but not limited to, test days, interview days, graduation, and orientation.

Maintain the department’s external website, including ensuring the faculty roster is up-to-date, and posting recent news articles highlighting the department’s work.

Faculty Support

Maintain provider credentialing licenses and certifications.

Receive, retrieve, and upload patient consents to One Drive and medical records.

Manage the weekly Grand Rounds schedule, including setting up zoom meetings, coordinating with any outside speakers, distributing the schedule monthly, maintaining meeting attendance records, generating reports, collecting COI disclosures from faculty and residents at beginning of each academic year, and preparing and administering BUSM CME documentation.

Provide administrative support for OB/GYN faculty and clinical researchers, including: coordinating and scheduling administrative meetings, including any site visits, maintaining Outlook calendars, assisting with preparation of presentations for speaking engagements and academic teaching, and expense reimbursement requests.

Monthly preparation of FPPE / OPPE reports.

Other Duties

Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.

Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.

Conform to…