Medical Coordinator Jobs

About The Position

Requirements

• Bachelor's degree or commensurate level of experience with graduate medical education programs.
• Three to five years of relevant experience.
• Strong organizational and multitasking skills, self-discipline, and ability to manage multiple ongoing projects and meet deadlines.
• Excellent written and verbal communication skills.
• Ability to work effectively with faculty, administration, and staff, including seeking information or cooperation courteously and firmly.
• Ability to operate computer software and systems, including web-based systems, word processing, spreadsheets, office management systems, and institutional GME software.
• Computer literacy and record-keeping and organizational skills sufficient to enter and manipulate statistical data, create schedules, and maintain detailed, accurate, and complete departmental and confidential personnel or training records.
• Ability to work with numbers, including payroll and budgetary accounting, and data analysis.

Nice To Haves

• Experience with graduate medical education programs.

Responsibilities

• Provide executive-level administrative support, including calendar management, meeting coordination, and scheduling for the Executive Vice Chair and Vice Chairs.
• Coordinate faculty and provider recruitment activities, including interview scheduling, recruitment meetings, and communications about interview updates and feedback.
• Manage onboarding and offboarding for BUMG MD/PhD providers and coordinate new-hire logistics such as workspace setup, system access, equipment, and credentials.
• Prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership.
• Develop and distribute candidate evaluation surveys for accepted and declined candidates.
• Administer BUMG moonlighting overbase payment entries in BU Works.
• Coordinate faculty appointments and promotions, including drafting chair letters, preparing documentation, and ensuring compliance with institutional guidelines.
• Manage AdAPT processes, including evaluator entry, solicitation tracking, follow-up, and collection of recommendation letters.
• Coordinate faculty meetings, including agenda development, scheduling, and logistics; participate in weekly Faculty Appointments Committee meetings to coordinate workflows and provide updates.
• Maintain faculty appointment and promotion databases and conduct annual faculty-record verification with VA Boston and BU Faculty Affairs.
• Coordinate annual faculty CV collection for performance review and promotion cycles.
• Work with HR, credentialing, finance, IT, payroll, and other departments to coordinate faculty-related processes, resolve issues, and track requests through completion.
• Respond to faculty administrative questions, resolve issues within established guidelines, and escalate matters when appropriate.
• Develop and manage OPPE/FPPE reporting processes, including electronic file organization, data reporting, and semi-annual summaries.
• Generate routine faculty performance evaluation reports using systems such as New Innovations.
• Initiate and support mandatory training communications and compliance tracking.
• Coordinate credentialing activities, including licensure tracking, ACLS monitoring, and recertification scheduling; maintain faculty CME records.
• Prepare and maintain annual faculty rotations and scheduling assignments.
• Draft and edit correspondence, reports, spreadsheets, and presentations, validating accuracy and data before submission.
• Assess administrative workflows, identify gaps or inefficiencies, recommend solutions, and implement approved improvements.
• Serve as the primary departmental liaison for HR and benefits-related inquiries and coordination.
• Support confidential personnel processes, including personnel action forms, expense validation, invoice processing, and reimbursement requests.
• Track faculty PTO and sick leave following supervisor approval.
• Coordinate meeting logistics, including room scheduling, audiovisual setup, and catering as needed.
• Provide backup support for the Program Coordinator and other team members, adapt assignments, and provide temporary coverage, including for academic appointments.
• Handle telephone calls professionally, determine their nature, respond to inquiries, or route calls appropriately.
• Maintain professional growth through educational programs and workshops and by keeping current with industry standards and practices.
• Follow hospital performance, conduct, patient-rights, infection-control, and safety standards, and adhere to BMC RESPECT behavioral standards.
• Perform other duties as assigned or necessary.

Benefits

• Medical, dental, vision, and pharmacy benefits.
• Discretionary annual bonuses and merit increases.
• Flexible Spending Accounts.
• 403(b) savings matches.
• Paid time off.
• Career advancement opportunities.
• Resources to support employee and family well-being.