Administrative Coordinator II - Gastrointestinal Clinic, Stoneham MA

Tufts Medicine•Stoneham, MA

23d•Onsite

About The Position

The Administrative Coordinator II provides administrative coordination, reporting, day-to-day support, and operational assistance to the Gastrointestinal Clinic program in Stoneham, Massachusetts. The role helps organize resources to meet the program’s short- and long-term goals, serves as a key point of contact for internal and external communications, and works collaboratively across departments to support quality health care. It participates in assessing, planning, implementing, and evaluating health services; new services, approaches, or expanded programs may be presented for review. The position supports daily clinic functions, including staffing, scheduling, front desk operations, budget and payroll compliance, revenue capture, and patient prior authorizations as needed. It also supports workflow development and improvement, staff communications and meetings, regulatory compliance, quality improvement, and employee interviews and orientation. The role works under moderate supervision and may need to interpret or depart from standard procedures for routine matters. The position is based at 51 Montvale Avenue, Stoneham, MA 02180. The schedule is 40 hours per week, Monday through Friday, 8:00 a.m. to 5:00 p.m. The listed pay range is $24.65–$30.82, based on full-time equivalent. Tufts Medicine describes its Total Rewards package as supporting health, financial security, and career growth.

Requirements

At least two years of administrative experience.
Computer literacy, including familiarity with word-processing programs and electronic spreadsheets, and ability to learn new applications.
Excellent customer service, interpersonal, and telephone skills.
A high degree of tact when interacting with patients, physicians, and insurance companies.
Strong business skills, including understanding health care expense, revenue, and reimbursement models and their effect on business plans.
Ability to develop recommendations based on analysis, lead teams, and drive decisions.
Excellent organizational skills and attention to detail.
Proven administrative skills and experience.
Ability to prioritize work and remain flexible with work assignments.

Nice To Haves

High school diploma or equivalent.
Five years of administrative experience in a healthcare setting.
Bilingual.

Responsibilities

Collaborate with leadership to improve service outcomes affecting patient comfort and oversee the development and follow-through of improvement opportunities aligned with the hospital’s mission, vision, and scope of service.
Oversee day-to-day service-area functions, including budget compliance and payroll, staffing, scheduling and core delivery, front desk operations, revenue capture, and patient prior authorizations as needed based on insurance coverage.
Serve as the first point of contact for program clerical needs, including timesheets, office supply and check requests, mail, contractee billing, and creating and distributing program flyers and family education packets.
Work with clinical and administrative teams to develop comprehensive program workflows; periodically review workflows and provide support and guidance to improve efficiency.
Coordinate staffing patterns based on program volume and needs, and provide coverage and support to maintain patient care and efficient workflows.
Collect and analyze data and make decisions based on data and evidence-based statistics.
Facilitate communications and connections across departments and with external parties, including community services, staff, hospital departments, and off-site programs; disseminate updates by letters, email, and other methods.
Conduct meetings for providers and staff to discuss policies and procedures, share updates, improve care delivery and service satisfaction, and resolve problems.
Assist with and ensure departmental compliance with ACR, JCAHO, and ACOS regulatory standards.
Participate in quality improvement activities supporting strategic planning, accreditation preparation, quality assurance, and performance improvement plans.
Participate in employee interviews and assist with comprehensive orientation plans for new employees.
Regularly communicate progress to the management team to support achievement of goals.