Lead Inpatient Administrative Coordinator

Mass General Brigham • Boston, MA

11d • Onsite

About The Position

The Lead Inpatient Administrative Coordinator supports the day-to-day operations of inpatient clinical teams across General Medicine, Cardiology, and Oncology. The role combines patient-care coordination, administrative expertise, and team leadership, partnering with physicians, residents, advanced practice providers, nurses, case managers, and other care team members. It helps streamline admissions and discharges, coordinate follow-up care, reduce administrative burden on clinical teams, and provide efficient, responsive support.

The coordinator also leads the IAC team by supporting staff development, daily operations, scheduling, and consistent workflows. The position is onsite at 90 Blossom Street and is scheduled for 40 hours per week on the day shift.

Requirements

• Associate’s degree in Healthcare Administration.
• 3–5 years of experience working in a healthcare setting.
• 2–3 years of leadership or supervisory experience.
• Strong leadership and team management skills, with the ability to support and collaborate with others.
• Excellent communication, interpersonal, and teamwork skills.
• Ability to organize, prioritize, and manage multiple responsibilities in a fast-paced, high-volume environment.
• Strong time management skills and ability to work independently.
• Comfort learning and navigating multiple computer systems and complex workflows.
• Knowledge of HIPAA confidentiality and privacy requirements.
• Proactive mindset and willingness to learn, identify trends, and recognize opportunities for improvement.

Nice To Haves

• Bachelor’s degree.
• Experience with EPIC electronic medical records.

Responsibilities

• Support inpatient clinical teams across General Medicine, Cardiology, and Oncology.
• Request medical records from outside hospitals, including imaging, pathology slides, cardiac echoes, and other documentation.
• Obtain and upload imaging from outside facilities.
• Coordinate medication lists, methadone dosing information, and facility paperwork with outside pharmacies and facilities.
• Submit medication prior authorizations and work with the outpatient pharmacy on medication price checks.
• Participate in interdisciplinary team rounds when feasible.
• Proactively connect with residents and advanced practice providers to address daily administrative needs.
• Schedule infusions, transfusions, office visits, and other services within appropriate timeframes before discharge.
• Schedule post-discharge follow-up appointments to support transitions from inpatient to outpatient care.
• Develop working knowledge of public and private insurance coverage for inpatient and ambulatory services and medications.
• Initiate medication prior authorizations and price checks before discharge.
• Facilitate specialty pharmacy requests and coordinate timely medication delivery.
• Troubleshoot scheduling challenges and escalate concerns about gaps in follow-up care.
• Supervise, mentor, and support IAC staff.
• Oversee daily operations to promote efficient workflows and high-quality patient care.
• Manage staff scheduling, timecards, sick calls, and restaffing needs.
• Contribute to annual performance evaluations for IAC team members.
• Partner with IACs and healthcare providers to address escalations, concerns, and feedback.
• Support policies and procedures that strengthen operational efficiency and consistency.
• Assist with onboarding, training, and ongoing education for IAC staff.
• Coordinate and facilitate weekly IAC staff meetings.
• Respond to leadership inquiries and ongoing operational needs.
• Provide training and presentations to care providers, key stakeholders, and leadership.
• Perform administrative and clerical duties that support clinical services.
• Provide cross-coverage for other team members as needed.
• Maintain patient confidentiality and privacy in accordance with HIPAA guidelines.
• Build working relationships with physicians, residents, APPs, operations associates, nurses, case managers, and other care team members.
• Support additional administrative responsibilities as needed.

Benefits

• Professional development and advancement opportunities.
• Comprehensive benefits, including health coverage, retirement plans, and paid time off.
• Competitive pay.
• Career advancement opportunities.
• Differentials, premiums, and bonuses as applicable.
• Recognition programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree