Clinic Administrative Coordinator

Codman Square Health Center Inc•Boston, MA

41d•$21 - $33

About The Position

The Clinic Administrative Coordinator – Triad Support supports daily clinic operations through administrative coordination, provider scheduling support, meeting management, and audit oversight. The role partners closely with Medical Directors and Practice Administrators to promote alignment across clinical, nursing, and operations teams. The Coordinator supports leadership by maintaining organized workflows, ensuring timely communication, and strengthening coordination across departments. The role helps build working relationships, support accountability, and maintain operational consistency across the practice. Duties may also extend to other departments or locations as applicable.

Requirements

2–5 years of administrative or clinic coordination experience; healthcare experience is preferred.
Experience supporting leadership or management teams.
Experience with EMR systems.
High school diploma or equivalent required.
Strong organizational and administrative coordination skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and accuracy.
Effective communication and interpersonal skills.
Ability to build relationships and work collaboratively across teams.
Able to stand or sit for prolonged periods, at least 50% of the time.
Ability to lift up to 25 pounds and load items onto shelves.
Visual acuity sufficient for frequent reading and computer use.

Nice To Haves

Healthcare-setting administrative or clinic coordination experience.
Experience with Epic EMR.
Associate degree; relevant experience may substitute for a degree.

Responsibilities

Provide administrative support to Medical Directors and Practice Administrators, including organizing priorities and preparing materials.
Manage complex calendars, coordinate meetings, resolve scheduling conflicts, and communicate with stakeholders.
Track leadership priorities, deadlines, and deliverables, and follow up to support completion and alignment across teams.
Serve as a liaison across clinical, nursing, and operations teams and facilitate collaboration.
Prepare correspondence, reports, and materials accurately and professionally.
Coordinate leadership and department meetings, including scheduling, logistics, and preparation of materials.
Develop meeting agendas with leadership and capture minutes documenting decisions, action items, and responsible parties.
Track and follow up on meeting action items, and maintain organized meeting records.
Maintain and update provider schedules in the EMR system in accordance with established templates.
Monitor provider schedules for gaps, inconsistencies, or errors and communicate issues to leadership.
Coordinate schedule adjustments for provider availability, time off, or operational needs, and support provider coverage coordination.
Build collaborative relationships with providers and staff to support scheduling coordination.
Conduct administrative audits of schedule accuracy, documentation completeness, and workflow adherence.
Track discrepancies, maintain logs, and escalate issues to leadership with relevant documentation and context.
Maintain trackers, reports, administrative documentation, and standard administrative workflows.
Manage incoming and outgoing mail and distribute information in a timely and accurate manner.
Order and maintain office and clinic supplies, monitor inventory, and coordinate restocking.
Support document routing, invoice tracking, and administrative approvals.
Maintain organized electronic and physical filing systems.
Provide general administrative support for day-to-day clinic operations.
Facilitate communication across departments and distribute information to staff and stakeholders.
Support internal initiatives, projects, and workflow changes by organizing tasks and maintaining communication.
Assist leadership with presentations, reports, and operational communications.
Develop and maintain positive working relationships across teams.
Perform other duties and support other departments or locations as applicable.