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Description
Position: Administrative Coordinator, Emergency Medicine
Location: Boston, MA
Schedule: 40 hours per week, Hybrid (on-site 4 days per week, remote 1 day)
ABOUT BMC:
At Boston Medical Center (BMC), our diverse staff works together for one goal - to provide exceptional and equitable care to improve the health of the people of Boston. Our bold vision to transform health care is powered by our respect for our patients and our commitment to ensure everyone who comes through our doors has a positive experience.
You'll find a supportive work environment at BMC, with rich opportunities throughout your career for training, development, and growth and where you'll have the tools you need to take charge of your own practice environment.
POSITION SUMMARY:
The Emergency Medicine Administrative Coordinator provides complex administrative support in preparation and completion of all administrative duties and department projects. Responsible for office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, and taking meeting minutes, sorting/distributing mail, responding to inquiries, and troubleshooting IT and facilities related issues.
This position will also serve as the Emergency Medicine Clerkship Coordinator, responsible for coordination, execution, oversight, and evaluation of the 3rd-year Medical Student Clerkship, 4th-Year Medical Student Sub-Internship, Physician Assistant (PA) Student Clerkship, and the Emergency Ultrasound clerkship.
JOB RESPONSIBILITIES:
Emergency Medicine Administrative Coordinator
Ensures that the Department offices run smoothly, efficiently and professionally on a daily basis. Provides backup support for other administrative staff during breaks and time out of the office.
Manages the department email inbox to respond to maintenance requests for IT and Facilities service requests.
Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.
Acts as liaison with internal and external customers and orders department office supplies/stationary as well as lab coats as needed for department faculty and staff.
Clerkship Coordinator
Coordinates all orientations, student schedules, didactics sessions, simulation sessions, and other educational sessions for each rotation block. Works with up to 200 medical students in any given year.
Manages/schedules teaching activities for the Emergency Medicine Clerkships; including schedules for student didactic sessions, conferences, and exam days. Maintain updated database of teaching materials and learning objectives and make sure the educational platform accessed by students is updated.
Serves as principal administrative contact for Emergency Medicine medical education for others at Boston University School of Medicine (BUSM).
Creates/distributes student schedules and works with students and faculty to manage those schedules, revising as necessary, rescheduling students, preceptors, and faculty as needed. Ensure student absences and personal days follow school policy and are approved accordingly. Maintains overall student rosters and clinical schedules for the academic year while interfacing with the BUSM Registrar.
Coordinates the NBME Emergency Medicine subject exams including scheduling students, proctor coverage, special accommodations, remediation exams and payment of exams.
The EM Clerkship Coordinator will work with their Clerkship Director, and other key staff to ensure that clerkships, subinternships, courses/electives are consistently meeting BUSM and Liaison Committee on Medical Education (LCME) guidelines.
Other duties
Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB REQUIREMENTS
EDUCATION:
Associate's degree (or equivalent) in Business Administration, Business Management (or related field) plus 3 years related experience.
Will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience. Candidates with a Bachelor's degree must have at least 1 year of administrative or office experience.
KNOWLEDGE AND SKILLS:
Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
Highly proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
Strong problem solving skills.
Proven ability to maintain strict confidentiality of all personal/health sensitive information.
JOB BENEFITS:
- Competitive pay
- Tuition reimbursement and tuition remission programs
- Highly subsidized medical, dental, and vision insurance options
- Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base.
- 6 weeks of paid time off
ABOUT THE DEPARTMENT:
As the primary teaching hospital for Boston University Chobanian & Avedisian School of Medicine and BU schools of public health and dentistry, intellectual rigor shapes our inquiries. Our research is led by a belief that skin color, zip code, and financial circumstances shouldn't dictate health.
Boston Medical Center is an Equal Opportunity/Affirmative Action you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail call617-638-8582to let us know the nature of your request.
Equal Opportunity Employer/Disabled/Veterans
