Position Title: Administrative Assistant (part time)
Work Location: 801 Albany St Boston MA USA 02118
Assignment Duration: 1 month
Work Schedule: 8:30am-5pm
Work Arrangement: Onsite
 
Position Summary:

• The Department of Pediatrics at The Organization is seeking a Senior Administrative Coordinator to serve as a key support to the Department of Pediatrics with significant responsibility supporting the Pediatric Residency Program, Pediatric faculty recruitment and general administration to ensure the department operates in an effective, efficient, and professional manner.
• The position offers an opportunity to become a part of a larger administrative team that works together to ensure the department and residency operate smoothly.
• Background & Context: The Combined Residency Program is a large, nationally-recognized, combined pediatric training program based at The Organization and a partnering children's hospital. Leadership of the residency is provided through a partnership between the Department of Pediatrics at The Organization and the Department of Pediatrics at a partnering children's hospital. As part of the role the Senior Administrative Coordinator will focus on the administrative and clerical aspects of the residency program that exist at The Organization and they will have the opportunity to work and lead projects for the larger residency.

 
Key Responsibilities:

• Assists the Administrative Director in recruitment, onboarding, training and orienting new faculty and staff
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning faculty salary and performance, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution
• Facilitates the faculty recruitment process by posting job advertisements on relevant jobsites.
• Maintain detailed candidate tracker.
• Facilitate scheduling interviews, planning itineraries for visiting candidates, arrange virtual meetings/interviews, and arrange travel and hotel accommodations as needed.
• Partner with the Medical Staffing Office and our organization to ensure timely completion of all onboarding activities.
• Work with the Medical Staffing Office on enrollment documentation and forms for new providers.
• Manage GL code requests for new providers and affirmative action forms
• Address issues related to credentialing, such as discrepancies in qualifications or delays in verification.
• Work with the Pediatric Financial Manager to ensure appropriate payroll set-up for per diem providers.
• Work with Division Chiefs and Pediatric Administration to assist with drafting per diem agreements.
• Provide updates on the status of credentialing applications and renewals to Division Chiefs and Pediatric Administration
• Serve as the primary liaison for the Department of Pediatrics with all new faculty members to answer questions and support them through the onboarding process and in understanding what documents and information are required.
• Create and maintain resource materials /SOPs related to credentialing process and requirements for faculty candidates and for internal administration.
• Maintain accurate and up-to-date records in credentialing databases or systems
• Track the status of credentialing applications
• Manage the ambulatory tracking for our organization
• Partner with the medical staffing office to monitor for expired or lapsed credentials, certifications, and licenses.
• Create and organize materials such as employee handbooks, benefits information, company policies, job descriptions, and other resources.
• Create and maintain SOPs for the onboarding and offboarding process
• Coordinate with IT and other departments to prepare necessary hardware, software, and access credentials (e.g., email, internal systems, software tools)
• Set up meetings, training sessions (e.g. EPIC), and introductions to key team members or leaders within the company.
• Facilitate the off boarding process for departing faculty members
• Collections of pagers, badges, office keys
• Schedule exit interviews with department leadership
• Manage the Ongoing Professional Practice (OPPE) Evaluation Report and Recommendation Forms.
• Work with the Department Chair to ensure timely review and approval of forms
• Collaborate with the Pediatric Administration to review and update the Practice Location roster for Child Health Foundation and Professional Liability Physician Roster.
• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
• Residency assist with various administrative duties as needed by the Residency Manager, which may include filing, coordinating catering, and other clerical support task.
• Greets and assists visitors and employees in a professional and courteous manner. Handles telephone calls for the department and determines the urgency of calls; makes appropriate referrals; follows up to ensure responsiveness to high priority calls and messages. May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc
• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
• Utilizes hospital's behavioral standards as the basis for decision-making and to support the department and the hospital's mission and goals.

 
  
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 26.00/hr.