Neurosurgery Administrative Coordinator, Hybrid
Brigham & Women's Hospital(BWH)

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Neurosurgery Administrative Coordinator supports the administrative functions for the Department of Neurosurgery at the Brigham and Women's Hospital. The Administrative Coordinator reports directly to the Education & Faculty Affairs Administrator and works under the general direction of the Executive Director for Neurosurgery. Major responsibilities include administrative support to departmental leadership, Visa management, human resources support, on-boarding of new hires and sponsored staff, and the establishment and maintenance of files and databases.

Brigham and Women's Hospital is dedicated to:

• Serving the needs of our local and global community
• Providing the highest quality health care to patients and their families
• Expanding the boundaries of medicine through research
• Educating the next generation of health care professional

Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.

All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:

People: Focus on serving the community through collaboration and respect

Self-Management: Accountability, professionalism and commitment to growth and development

Organization: A commitment to quality, service and exceptional performance

Meeting these expectations is key to the success of your department and the organization.

This job description includes:

• General expectations for the position
• Addendum A - BWH Behavioral Competencies
• Addendum B - Job Specific Tasks and Responsibilities
• Addendum C - Physical/Working Conditions

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• See Addendum B
• Work is highly complex, non-repetitive and project oriented.
• Provides direct support to Neurosurgery Education Program.
• Performs administrative duties under minimal supervision at the highest proficiency level.
• Ability to problem solve and determine best course of action with little direction.
• Act as a lead, assigns and prioritizes workflows, and troubleshoots issues
• May direct workflow and lead others, including mentorship of other staff.
• Works on projects, takes initiative using all available resources, follows through on issues when needed, applies knowledge as appropriate with little direction from Supervisor.
• Tracks and analyzes project and productivity data, including maintenance and creation of databases.
• Assists with training and orienting staff as needed.
• Provide cross coverage as needed.
• Follows HIPAA guidelines for the management of patient privacy and confidentiality.
• Other duties, as assigned.

Competencies required:

• See Addendum A

SUPERVISORY RESPONSIBILITY:

None

FISCAL RESPONSIBILITY:

Responsible for economical use of resources and time.

ADDENDUMS:

ADDENDUM - A: BWH BEHAVIORAL COMPETENCIES

People: Focus on serving the community through collaboration and respect

Inclusiveness

Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.

Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles

Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments

Be professional when approached about behaviors that might be perceived as disrespectful

Open Communication

Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.

Practice active listening skills

Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles

Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience

Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

Building Collaborative Relationships

Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.

Take initiative to support others and build productive relationships that will lead to a cohesive workplace

Interact effectively with other team members, departments and customers to accomplish organizational goals

Organizational Awareness

Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.

Support and respect BWH's mission, vision, values and history

Understand and recognize how your individual role and department impacts the organization

2. Self-Management: Accountability, professionalism and commitment to growth and development

Embracing Change

Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.

Support and positively participate in organizational and/or job specific changes

Initiate appropriate action when change is needed

Be flexible and open to new ideas

Adapt to shifting priorities

Learning Oriented

Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.

Demonstrate openness to learning from successes and failures

Recognize and participate in learning opportunities

Seek and share best practices

Professionalism

Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.

Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures

Align behavior with the organizational mission and values

Practice respect in accordance to the BWH standards

Demonstrate responsibility, reliability, and trustworthiness

3. Organization: A commitment to quality, service and exceptional performance

Quality and Safety Focus

Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.

Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)

Adhere to established policies and procedures

Take action to prevent errors

Identify and report adverse events, errors and incidents

Efficiency and Performance Improvement

Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.

Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes

Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role

Problem Solving

Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.

Recognize actual and potential problems and take appropriate action towards a solution

Offer assistance, as needed, when a potential problem situation is observed

Use good judgment to keep manager informed of problems or issues, following department practice

Service Excellence

Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.

Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:

Engage with positive greetings and active listening

Empathize by expressing understanding

Educate throughout the information exchange

Enlist thoughts and ideas from others

4. General/Administrative Support: (required of all Administrative Support employees)

Information Gathering

Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.

Identify specific information needed to clarify a situation or to make a decision

Probe skillfully to get at the facts

ADDENDUM - B: JOB SPECIFIC TASKS AND RESPONSBILITIES

The Neurosurgery Administrative Coordinator supports the Education & Faculty Affairs Administrator and Director of Operations, including meeting preparation and coordination, phone management, and calendar management, as necessary.

Responsible for managing all necessary Visas for full-time, part-time, research, and/or volunteer staff. He/she will do so in accordance with Partners Office for Global Professionals and Scholars (GPS), and under the general direction of the Education & Faculty Affairs Administrator.

Manages all sponsored staff, volunteers, and observers in accordance with requirements set forth by the BWH Office for Sponsored Staff and Volunteer Services (OSSVS), including the coordination of all initial and ongoing correspondence, managing the database for all incoming and outgoing sponsored staff, managing all necessary paperwork for registration and on-boarding, as well as ensuring Occupational Health and new staff orientation requirements are met prior to start date.

Responsible for assisting with the creation of and updating job descriptions, posting positions via the BWH portal (Taleo), coordinating initial recruitment and screening of candidates, and setting up interviews with respective departmental managers and leaders. Positions for which recruitment may occur support Education, Finance, Clinical Research, Operations for both clinical and non-clinical roles, and inpatient/outpatient Physician Assistants.

Supports human resources recruitment efforts for all Neurosurgery locations, including: BWH main campus, BWH Faulkner Hospital, Milford Regional Medical Center, Sturdy Memorial Hospital, BWH Westwood, BWH Foxborough, BWH South Shore, BWH Pembroke, and any future locations.

Co-manages provider credentialing, under the direction of the Education & Faculty Affairs Administrator and Chief Physician Assistant and in accordance with the Centralized Credentialing Office (CCO).

The Coordinator will assist Education Program following ACGME guidelines, including assisting with the coordination of residency interviews and evaluations, residency match coordination and communication, and fellow and resident on-boarding.

Assists the Education & Faculty Affairs Administrator with educational series in the form of Grand Rounds and other CME events, as requested.

Works closely with the Chief Physician Assistant during and after recruitment, to include credentialing (as noted), communication with surgeons, coordination of orientation dates, and other requirements for new staff.

Supports operations for departmental leadership, including coordination of meetings within BWH and outside of the hospital, keeps detailed records of meetings and minutes as requested, shares progress and updates with key leaders accordingly.

Coordination of recruitment events, including onsite presence at job fairs.

Accountable for managing the resources and deliverables for assignments. Rapidly identifies, problem-solves and communicates to leadership any issues that are jeopardizing deadlines or scope of work.

May be responsible for presentation development and display within and outside of the Department of Neurosurgery.

Administrative duties handled with attention to detail and urgency, such as meeting and calendar management, multidisciplinary meeting preparation and agenda distribution, and database management.

Responsible for answering telephones as necessary (handling, routing, and/or taking messages), as well as maintaining organized and prompt email communication. Responsible for timely and appropriate distribution of messages and information. May require sensitive handling of calls and correspondence.

The Coordinator will act professionally and appropriately to resolve all concerns whenever possible and will seek council from departmental leadership when appropriate and necessary.

Maintain effective and harmonious working relationships with co-workers, faculty, guest speakers, venues and vendors to promote a culture of wellness and a culture of excellence for the department.

Works independently and without supervisory responsibility over team members.

Manages additional projects, as requested or required.

Performs all other duties as assigned by the Education & Faculty Affairs Administrator, Chief Physician Assistant, and/or Director of Operations.

ADDENDUM - C: PHYSICAL WORKING CONDITIONS

• Administrative office suite and clinical ambulatory area
• Designated desk/ workstation
• Shared office space

Qualifications
QUALIFICATIONS:

Level of education required:

• Bachelor's degree (BA or BS) required

Work experience required:

• Minimum three years' medical office or administrative support experience required.
• Human Resources experience, preferred
• Visa management experience, preferred
• Some additional training in office systems, preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Technical skills required:

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Highly proficient in all communication skills (phone, verbal, and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills:

• Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems

System Skills:

• Advanced computer skills. Ability to use all applicable applications at highest competency level.

• Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
• Advanced understanding and use of medical terminology.
• Advanced comprehension of billing and fiscal information.
• Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

PHYSICAL/ENVIRONMENTAL REQUIREMENTS OF JOB

Indicate requirements and frequency by placing an "X" in the appropriate box.

Work Environment:
Activity

Amount of Time Spent

None

1 - 25%

25 - 50%

50 - 75%

Over 75%

Outdoor weather conditions

x

Extreme cold (non-weather)

x

Work in high place(s)

x

Work in confined space(s)

x

Risk of electrical shock

x

Risk of radiation exposure

x

Exposure to blood borne pathogens

x

Flammable/explosive gases

x

Toxic / caustic chemicals

x

Dust or other irritants

x

Grease or oils

x

Hazardous specimens

x

Exposure to lab animals

x

Infectious / contagious disease

x

Cleaning agents/chemicals

x

Hot equipment

x

Noisy equipment

x

Humid or wet conditions (non -weather)

x

Other

x

Lifting/Carry Requirements of this job
No Lifting required

x

No Carrying required

Number of pounds
Amount of Time

1 - 25%

25 - 50%

50 - 75%

Over 75%

Lift
Carry
Lift
Carry
Lift
Carry
Lift
Carry

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 100 pounds

Over 100 pounds

Push/Pull Requirements of this job:
No Pushing required

x

No Pulling required

Number of pounds
Amount of Time

1 - 25%

25 - 50%

50 - 75%

Over 75%

Push
Pull
Push
Pull
Push
Pull
Push
Pull

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 100 pounds

Over 100 pounds

Physical Activity requirements of this job:
Activity
Amount of Time Spent

None

1 - 25%

25 - 50%

50 - 75%

Over 75%

Stand

Walk

x

Sit

x

Use of hands requiring fine motor skills and sense of touch

Move / rotate / bend wrist(s)

Type / use keyboard or other data entry device

Reach with hands & arms

Climb stairs

Climb ladder or other equipment

Drive / operate motor vehicle

Balance

Stoop, kneel, crouch, bend, crawl

Speak

x

Hear

x

Taste

Smell

Other

Vision Requirements of this job:
Vision Requirement

Required

Not Required

Close vision

Distance vision

Color vision

Peripheral vision

Depth perception

Ability to adjust focus

Other

Safety equipment used while performing this job:

Safety eye glasses

Gowns

Filter lens (welding/soldering)

Scrubs

Face shields

Boots

Ear plugs or Mufflers

Hard hat

Surgical mask / dust mask

Coveralls

Self contained breathing apparatus (SCBA)

Gloves

Other

Level of noise typical in this work environment:

Very quiet

x

Quiet

Moderate

Loud

Very loud

EEO Statement
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.

This job has expired.