Administrative Coordinator

If you are an existing employee of South Shore Health then please apply through the internal career site.

Requisition Number:
R-24273

Facility:
LOC0026 - 101 Columbian Street101 Columbian Street
Weymouth, MA 02190


Department Name:
SSH Medical Oncology Cancer Center

Status:
Full time

Budgeted Hours:
40

Shift:
Day (United States of America)

Provides project management, administrative and clerical support to the network operations and operations director of DFCI medical oncology. Coordinates programs and support groups to address patient and family concerns related to cancer center services. Coordinate department events, retreats and leadership meetings. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with high professionalism and confidentiality. Key responsibilities include sophisticated calendar management, including prioritization of inquiries and requests, support for division wide events and meetings, meeting preparation, monitoring, drafting and sending department wide communications, preparing presentations, and all supporting projects and initiatives.

Compensation Pay Range:
$62,000.00 - $88,700.00

ESSENTIAL FUNCTIONS

1 – Provide knowledgeable and skilled general administrative support to support primarily the assistant and medical director of medical oncology and above, along with the network operations director and director of operations for medical oncology. Responsibilities to include:

a - Prepares data on projects and support groups, and gathers, investigates, analyzes or studies information impacting organization.

b – Advanced communications Report

c – Proactively triaging issues as they arise and determining appropriate action in response to inquiries

d – Act as designee of leader in specified areas as directed

2 - Plans, designs and delivers a variety of written materials (presentations, reports, written correspondence) for the cancer center and maximizes knowledge of software programs necessary to produce high quality reports, correspondence, and presentation materials.

a - Correspondence is typed/drafted in proper format, proofed and accurate when reviewed by Operations Director / Network Operations Director / Medical Oncology Chair

b - Reports are prepared with special word processing features: i.e., organizational charts, graphs, etc.

c - Electronically maintains appointment calendars as necessary

d - Answers telephones, prioritizes, screens and redirects calls.  Answers questions, handles routine matters on own initiative and takes messages.

e - Visitors are greeted in a friendly service-oriented fashion and made to feel comfortable by offering assistance, support and helping in other appropriate ways.

f - Phone calls are routed to appropriate person or messages are taken with name of caller, who they are calling, time call was received, phone number of caller and brief message written.

g- May provide oversight of operational/administrative functions to department managers including maintaining SOPs and educating staff as needed

3 – May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.

4 - Interacts on a regular basis with senior level administration, hospital personnel and visitors.

a - Interactions are customer oriented, courteous, and helpful, with timely follow-up when needed.

b - Confidential information is kept confidential, as observed by senior leadership

c- May be responsible for coordinating department events, retreats, leadership meetings and other group meetings with internal and external entities

d- May be responsible for managing in person events, ensuring there are appropriate speakers, hosts and catering arranged

e- Collaborate with leadership, HR, and hiring managers to manage and execute smooth process for requirement on boarding new hires. Work with leaders to track departmental workforce and keep organizational charts updated.

5 - Attend administrative leadership meetings as required, ensuring these meetings have identified facilitators, agendas and that actions are recorded and followed up on.

JOB REQUIREMENTS

Minimum Education - Preferred

BS/BA Preferred

Minimum Work Experience

3-5 years experience in a role equivalent to an administrative coordinator or entry level manager.

Required additional Knowledge and Abilities

Excellent Microsoft Office Suite skills including Microsoft Word, Excel, Outlook and PowerPoint required.
Visio experience a plus
Excellent organizational, project management, data coordination, communication and judgment skills required.
Experience with financial spreadsheets, graphing, and analysis required.
Interpersonal skills necessary to communicate effectively with various levels of hospital staff up to and including, but not limited to, DFCI department chairs, VP of network operations and additional executive leaders.

Ability to work collaboratively with a wide range of people and diverse cultures.

Ability to handle interactions that require confidentiality and diplomacy.

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Responsibilities if Required:

Education if Required:

License/Registration/Certification Requirements: