The Administrative Coordinator will provide project and administrative support to the Division of Thoracic Surgery. This individual is responsible for assisting the Senior Operations Manager and Thoracic Surgery Faculty Members with a variety of projects and administrative support tasks, including but not limited to CME courses, divisional and educational events, recruitment activities and visiting professorships. Reporting to the Senior Operations Manager, the Administrative Coordinator will be responsible for project implementation support, timeline management, written communications, and timely outcomes. Must be exceptionally detail oriented, able to work independently while exercising discretion and judgment to complete work by appointed deadlines with minimal supervision

1. Administrative Support (60%)
   1. Subject matter expert in licensing, credentialing, and CV/promotions for the Division of Thoracic Surgery and Transplant Service under the guidance of the Senior Operations Manager.
   2. Provides guidance and oversight for other coordinators and assistants in licensing, credentialing, and CV/promotions.
   3. Maintains schedule for the Lung Transplant Program including coordinating patient clinics and operating room schedule with all meetings at BWH, satellite offices and outside engagements.
   4. Extensive daily communication and contact with many Clinical and Administrative Departments. This requires routing factual and confidential information and a detailed knowledge of policies and procedures at this institution as the others.
   5. Handles all telephone calls and messages having to do with the Faculty's administrative practice, triaging calls, as necessary, to appropriate personnel.
   6. Maintains and organizes filing system for Faculty.
   7. Composes routing correspondence to patients and physicians. Abstract basic information from patient records and other files.
   8. Prepares various types of medical and administrative correspondence including memoranda, reports, letters and schedules. Composes, proofreads, and edits as necessary.
   1. Prepares, submits, and follows up on check requests, work orders, and resource booking requests to ensure completion.
   10. Makes frequent travel and housing accommodations for various meetings and speaking engagements, including processing and tracking of travel reimbursements for visiting physicians and foreign dignitaries.
   11. Monitor Faculty's license, credentialing, and CV, and renew when necessary.
2. Project Support - Responsible for project plan development, budget, implementation support, written communications, and timely development of deliverables. (40%)
   1. Provides project support on new and on-going initiatives
   2. Prepares a summary of activities
   3. Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved
   4. Manages the day-to-day operational aspects of scope of project
   5. Proposes and manages budget of project
   6. Obtains RFPs and leads vendor selection and management for projects and events
   7. Takes ownership of projects under the direction of the Senior Operations Manager. Makes decisions and executes on project assignments based on knowledge of division, and through research and collaboration
   8. Develops policy and training documents related to processes
   1. Projects to be managed include but are not limited to:
   10. Physician Recruitment and Onboarding initiatives
   11. Visiting professorships (two three-day events annually), including all educational and supporting events at BWH, DFCI, and off-campus, as well as all guest accommodations
   12. Annual CME Courses (virtual and in-person)

1. Relevant bachelor's degree and/or 3-5 years experience in relevant job required. Areas of special consideration include healthcare/hospital management, public health, marketing/communications, social sciences, or business
2. Proficient user of Microsoft Office suite, including Excel and Access.
3. Interest in health care process improvement and care redesign
4. Excellent interpersonal skills and flexibility.
5. Excellent oral and written skills.
6. Understanding of and ability to use medical terminology.
7. Computer software and word processing skills including: MS Word, Excel, PowerPoint, Outlook, Internet and Windows.
8. Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff.
1. Strong communication and organizational skills.
10. Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
11. Ability to effectively respond to time sensitive and confidential issues.
50. Initiative and ability to work both independently and as a member of a functional team.
1000. Strong attention to detail.
14. Ability to handle multiple tasks in a fast-paced environment.