Boston Medical Center (BMC) · 17 hours ago
Administrative Coordinator- OB/GYN
Boston
Full-time
Onsite
Entry Level
$19.95/hr - $27.88/hr
1+ years expBoston Medical Center (BMC) is seeking an Administrative Coordinator to provide complex administrative support in the Department of Obstetrics & Gynecology. The role involves managing office operations, coordinating departmental meetings, and providing support to faculty and clinical researchers.
Health CareHospitalMedicalNon Profit
Responsibilities
Act as the Reception Desk for the Department, including receiving guests and guiding them to meetings, answering the main administrative office phone line, screening, transferring calls, or taking messages, as needed
Create Word documents/correspondence, Excel spreadsheets, and PowerPoint presentations; assist in maintaining Access databases. Generate, proofread and edit correspondence for content and grammatical correctness
Maintain department-specific and hospital administrative forms; update and/or create new departmental forms as needed; provide to faculty and staff upon request
Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions
Maintain conference room calendar; make room bookings, AV set-up and break-down for meetings and classes
Manage all shipping needs for the department, including preparing shipping labels
Manage procurement of office supplies from approved vendors and maintain inventory of the supply room. Prepare requisitions for restricted items requested by for review and approval by Administrative Director
Plan, organize, and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes
Assist Residency Program Manager with various projects, including but not limited to, test days, interview days, graduation, and orientation
Maintain the department’s external website, including ensuring the faculty roster is up-to-date, and posting recent news articles highlighting the department’s work
Maintain provider credentialing licenses and certifications
Receive, retrieve, and upload patient consents to One Drive and medical records
Manage the weekly Grand Rounds schedule, including setting up zoom meetings, coordinating with any outside speakers, distributing the schedule monthly, maintaining meeting attendance records, generating reports, collecting COI disclosures from faculty and residents at beginning of each academic year, and preparing and administering BUSM CME documentation
Provide administrative support for OB/GYN faculty and clinical researchers, including: coordinating and scheduling administrative meetings, including any site visits, maintaining Outlook calendars, assisting with preparation of presentations for speaking engagements and academic teaching, and expense reimbursement requests
Monthly preparation of FPPE / OPPE reports
Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc
Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database
Conform 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
Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission
Follow established hospital infection control and safety procedures
Perform other duties as assigned or as necessary
Qualification
Required
Bachelor's degree plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience or Associates plus 2 - 3 years related experience)
Candidates with a Bachelor's degree must have at least 1 year of administrative or office experience
For candidates with an Associates or secretarial program certificate, work requires 2 -3 years minimum administrative related experience
For candidates with high school diploma, work requires at least 5 years office administrative experience
Superior verbal/written English communication skills, including excellent grammatical, editing, and proofreading skills
Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, PowerPoint, Outlook) and web browsers
Ability to work independently and exercise independent judgment
Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with diverse groups, including residents, fellows, students, physicians, nurses, administrators, and other clinical and non-clinical staff members, as well as external partners
Strong problem solving skills
Proven ability to work with confidential information
Ability to work in a multi-cultural, diverse, decentralized environment
Benefits
Medical
Dental
Vision
Pharmacy
Discretionary annual bonuses
Merit increases
Flexible Spending Accounts
403(b) savings matches
Paid time off
Career advancement opportunities
Resources to support employee and family well-being
Company
Boston Medical Center (BMC)
Boston Medical Center (BMC) is a 511-bed, equity-led academic medical center and a proud member of the Boston Medical Center Health System.
5001-10000 employees
H1B Sponsorship
Boston Medical Center (BMC) has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (40)
2024 (52)
2023 (52)
2022 (38)
2021 (26)
2020 (32)
Funding
Current Stage
Late StageTotal Funding
$342.49MKey Investors
AmeriCorps Public AlliesNational Institute on Drug Abuse (NIDA)The Boston Foundation
2024-07-09Grant· $0.06M
2023-02-23Debt Financing· $232M
2019-04-23Grant· $89M
Leadership Team
David Beck
Senior Vice President & Chief Legal Counsel
Recent News
2025-11-11
2025-11-10
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