Administrative Coordinator

Boston University
Boston, Massachusetts, United States
04 Apr 2018
End of advertisement period
02 May 2018
Contract Type
Full Time

Job Description

Provides advanced administrative support to the Office of Clinical Affairs. The individual must exercise initiative, independent judgment and discretion in arranging meetings and maintaining appointment schedules, taking patient concerns, disposing of requests for information and participation in working groups and committees. Individual must be comfortable working in a customer service driven environment interacting with students, faculty, patients, staff including liaising with members of the Office of Clinical Affairs who report into the Associate Dean of Clinical Affairs.

Responsible for placing, tracking and receiving orders for office supplies, clinic supplies and equipment; and contracted services for the Department and Sub-Organization structures that report into the unit including Infectious Control and Clinical Operations.

Scheduling and meeting/event coordination: Responds quickly and efficiently to scheduling requests and manages the schedule for the Operations Manager, Business Analyst, Patient Relations Manager,. This includes coordinating meeting spaces and coordinating and creating materials for various working groups and committees Clinical Affairs participates in. Responsible for recording and maintaining meeting minutes and performing follow-up with departments or individual members for the various committee and working group meetings.

Responsible for receiving, tracking and/or responding to all correspondence for the Office of Clinical Affairs including telephone calls received on the main telephone line, emails and written correspondence. This includes but not limited to generating and mailing patient discontinuation and dismissal correspondence for the Patient Relations Manager.

Responsible for receiving, tracking and recording Clinical Operations and Infectious Control incident reports. Part of that responsibility will include BBPE incident reports. Responsible for preparation, tracking and processing faculty, staff, student and resident reimbursement forms related to BBPE. Develop systems and processes for the recording and tracking of these reports and forms. In addition, responsible to run monthly clinical credentialing compliance reports from the Credentialing Portal, following up with department manager’s and the Office of the Dean for updated information; follow-up with department chairs and individuals on non-compliant faculty, staff and students.

National and Regional Board Exams: assist with the coordination of examination events including arranging classroom and administrative space and meals. In addition, provide administrative services preceding and during examinations (which are conducted on the weekend) in support of the examiners, students and BU staff. Primary student resource within the Office of Clinical Affairs including assisting with sending and receiving faxes, answering frequently asked student and clinical questions and taking messages from students for Clinical Affairs staff members.

Provide back up support to the Administrative Coordinator for the Office of the Associate Dean for Clinical Affairs performing administrative duties for the Associate Dean for Clinical Affairs including schedule management, posting of faculty clinical schedules, track and maintain clinical faculty vacation requests, report generation and the Patient Relations Manager that includes following patient complaint protocol and recording patient complaint in tracking system as needed.

Required Skills

Bachelor's degree required


Demonstrated organizational and prioritization skills

strong customer service skills

Ability to work individually and as a team

proficient with technology, more specifically with Microsoft Office

Boston University is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.

Job Location Boston, Massachusetts, United States

Position Type Full-Time/Regular