Sr. Administrative Coordinator, Quality and Leadership

BMC Software•Boston, MA

About The Position

Performs complex administrative duties in preparation and completion of all fiscal and administrative projects.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.Serves as the resident expert on department policies & procedures. POSITION SUMMARY: Provides high-level administrative support under minimal supervision for the Sr. Administrative Director, Operations Directors and may offer assistance to the department pathologists in the Department of Pathology and Laboratory Medicine. Works autonomously, sets priorities and makes independent decisions of a complex nature. Provides support by assisting with departmental tumor boards and statistical data collection. Assists in leading the department test utilization program (LOGIC: Laboratory Optimization Governance Interdisciplinary Committee). Project management as applicable. Data management support including: statistics, reports, spreadsheets, dashboards, and the clinical education program as well as administrative support functions for the department leadership. Orders supplies to ensure the office equipment is working and optimized and necessary repair orders are handled in a timely manner. Provides ongoing special project support to ensure regulatory compliance.

Requirements

Must be able to type (65-75 WPM) accurately
Requires the ability to positively and effectively interact with departmental and institutional staff including faculty, junior faculty, fellows, students, administrators, technical staff, Client Services, Research Management, HR, Innovations, etc.
Requires the ability to make decisions, take initiative, and prioritize workload to meet competing priorities.
Excellent verbal and written skills along with strong interpersonal skills are required.
Attention to detail and accuracy in work are critical.
Ability to problem solve and troubleshoot.
Ability to analyze a situation and determine best course of action within established guidelines.
Knowledge of office machines, trouble-shooting problems before placing service calls for fax machines or copier repairs.
Advanced computer skills
Adapts to changes in the department’s needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
Utilizes hospital’s behavioral standards as the basis for decision making and to support the department and the hospital’s mission and goals.
Follows established hospital infection control and safety procedures.
Utilizes hospital's behavioral standards as the basis for decision making and to facilitate the department and the hospital’s mission and goals.
Must adhere to all of BMC’s RESPECT behavioral standards including Diversity and Inclusion policies.
Independently navigate several institutional electronic systems as well as those within federal and non-federal sponsor sites which may include: Pro-WFM, CITRIX, SunQuest, CoPath, EPIC, all Microsoft Programs. etc.
EDUCATION: HS/GED plus 7 + years relevant experience or Associates plus 5+ years relevant experience or Bachelors with at least 3 years relevant experience.
Requires strong computer proficiency with Microsoft Office applications—Word, Access, Excel, PowerPoint; E-mail. Web/Internet.
Requires advanced understanding of statistical analysis
Excellent verbal and written skills.
Excellent interpersonal skills.
Self-motivated; excellent problem-solving skills; takes initiative to anticipates problems; seeks solutions proactively.
Ability to manage multiple projects simultaneously.
Ability to work well with all levels of internal management and staff, as well as outside clients.

Nice To Haves

Ability and willingness to become proficient with Co-Path and other applications.

Responsibilities

Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner.
Responsible for maintenance of LOGIC test request database and tracking of test requests; as well as communication to providers.
Works with CRA manager, Send Out Coordinator and Sr. Administrative Director for program optimization
Maintains Miscellaneous test file with Send Out Coordinator
May assist with Clinical Education Program as needed
May assist with research workflow, invoicing and billing of research work.
Covert outside test results from PDF to word documents and copy and paste into patient’s report
Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
Provides administrative support to the assigned department(s), including, but not limited to: taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
Independently composes high level correspondence and documentation and reports of professional quality. Edits and proofreads all
Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party.
Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
Serves as the department administrative expert with regards to compliance policies & departmental procedures.
Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
May monitor the weekly schedule for pathologists on coverage. Proper assignment of staff pathologists as per the weekly schedule
Uses Laboratory Information systems as needed as well as hospital EHR.
May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
Completes training and maintains competency in Media Lab and Workday.
Provide support for MDs and/or senior management as necessary.
Tracks all data, correspondence, committee and administrative operations related to the department and associated committees.
Provides research and administrative support for special projects

Benefits

BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

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