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POSITION SUMMARY:

Provides complex administrative support in preparation and completion of all administrative projects for the BMC Immigrant & Refugee Health Center (IRHC). Responsible for all aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, and other duties as necessary. Assists with new hire/trainee/or volunteer orientations and processing and other personnel related items. Monitors utilization of space. Provides oversight to the Patient Navigator Program.

Position: Administrative Coordinator

Department: Immigrant Health Center

Schedule: Full Time

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative & Office Support

• Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.

• Responsible for screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response; provide back-up coverage for IRHC Front Desk.

• Oversees purchasing and reimbursement activities for IRHC and its Programs

• Monitor and maintain inventory of office supplies and equipment.

• Call for repairs when equipment malfunctions and submits services requests

• Monitors utilization of space across multiple disciplines who are part of the IRHC and its Programs.

• Coordinate onboarding process and complete administrative onboarding steps for new providers, staff, trainees and students of IRHC and any of its Programs

• Orient and provide training and oversight to volunteers and student interns.

• Assists PI in preparing for publication and proofreading scientific manuscripts, bibliographies, and articles.

• Functions as a Notary, or facilitate notary needs of IRHC Programs with BMC notaries.

• Facilitate routine updates to IRHC BMC website and Wix website

• Reports property malfunctions to proper authorities.

• Responsible for mail pick-up and distribution as needed

• Maintain updated list of IRHC provider and staffs, phone numbers, extensions and maintain program listservs

• Point person for receiving and triaging student internship and volunteer requests

• Manage donations of physical goods for IRHC and its Programs (winter clothing, hygiene supplies, etc.)

Grant & Funding Support

• In collaboration with the Principal Investigator(s), coordinates grant proposal submissions and reports, including monitoring of grant compliance, managing contract and fundraising databases, tracking donations, acknowledging gifts, drafting of proposals and reports (including budgets and budget documents).

Special Projects Support

• Provide oversight for the refugee patient navigator program and/or special projects intern.

• Provide research and administrative support for special projects. Provide oversight of other clerical staff.

• Responsible for caring communities, community outreach, patient communications, program-related materials and their dissemination

• Ensure that messages are current and consistent across IRHC and its Programs in all communications including: donor thank you letters, emails, brochures, website and other written materials.

• Plan, organize and coordinate 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.

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.

• 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.

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, SKILLS, & ABILTIES:

• 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.

• Ability to work independently and exercise independent judgment

• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.

• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.

• Strong problem solving skills.

• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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