Anesthesia Program Administrator

Beth Israel Lahey Health

19h•Onsite

About The Position

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Oversees and ensures administrative coordination of the departmental Grand Rounds, Education Scholarly Program, Cardiac Case Management, Pain Case Conference, ICU Journal Club, Simulation Based Training. Prepares, communicates, and provides schedules and information to participants. Serves as the CME program point person with Harvard Medical School Continued Education. Assists with the preparation, maintains files, and distributes appropriate material. Schedules departmental faculty hours and attends meetings as appropriate. Creates and distributes schedules & information. Maintains data bases and ensures accurate and current data is accessible to users and program educators. Initiates, organizes and implements systems and procedures to efficiently coordinate work of the professional affairs division. Assists with the annual 360-degree faculty and allied health evaluation process for HMFP providers within the department. Assists with the annual net learning modules and tracks the compliance of completion for APHMFP & HMFP Anesthesia Providers. Maintain our faculty development system to track Physician and CRNAS Annual Reviews for HMS as well as collaborate with Anesthesia Development Division to improve processes and create a user-friendly database for the Department of Anesthesia. Assists with the preparation, maintains files and distributes appropriate material for weekly Faculty Review for Department Chair and Vice Chair of Professional Affairs. Assists with the preparation, maintains files and distributes appropriate material for Anesthesia Providers FPPES/IPPEs/OPPEs at APHMFP & HMFP. Maintains Wellness Budgets for Community sites and assists with submitting appropriate paperwork for Vendor requests. Coordinates Wellness events for Community sites with requested vendors. Maintain and create multiple Smartsheet pages for the Professional Affairs Division. Working directly with Vice Chair of Professional Affairs on Project-based work interfacing with various facets of the department.

Requirements

High School diploma or GED required; Bachelor's degree preferred.
3-5 years related work experience required, including 3 or more years of progressively responsible experience in business administration, preferably in a healthcare setting.
Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Ability to make decisions that are guided by general instructions and practices requiring some interpretation.
Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
Ability to communicate clearly and effectively in written English with internal and external customers.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.
Work requires close attention to task for work to be accurately completed.
Intermittent breaks during the work day do not compromise the work.
Work routine is fairly consistent, but employee needs to be able to use judgment to respond to events several times a week.
No substantial exposure to adverse environmental conditions
NHCW: No patient contact.
Close work (paperwork, visual examination), Monitor Use, Visual clarity <3 feet, Conversation, Telephone.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Develop, organize and implement administrative processes and systems to ensure the smooth flow of operations.
Plan and organize program events, including publicity, agenda, invitations, speakers, presentation materials, schedule travel arrangements, and process reimbursements.
Serve as the administrative resource and liaison for the program, interacting with all levels of personnel, both internal and external.
Monitor the program budget and accounts. Authorize, monitor and report all expense items.
Work with ancillary areas to coordinate and ensure the smooth functioning of the program.
Organize and maintain schedule of meetings, appointments and events related to the program and leadership.
Independently researches and follows through on a variety of information requests and assists with problem resolution.