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:
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- General expectations for the position
- Addendum A - BWH Behavioral Competencies
- Addendum B - Job Specific Tasks and Responsibilities
- Addendum C - Physical/Working Conditions
Competencies required:SUPERVISORY RESPONSIBILITY:
- 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.
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 OrientedDefinition:
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 practicesProfessionalism 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 RESPONSBILITIESThe 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
Qualifications QUALIFICATIONS: Level of education required:
- Administrative office suite and clinical ambulatory area
- Designated desk/ workstation
- Shared office space
Work experience required:
- Bachelor's degree (BA or BS) required
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Technical skills 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
- 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.
- Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems
- Advanced computer skills. Ability to use all applicable applications at highest competency level.
PHYSICAL/ENVIRONMENTAL REQUIREMENTS OF JOBIndicate requirements and frequency by placing an "X" in the appropriate box.Work Environment:ActivityAmount
- 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.
of Time SpentNone1 - 25%25 - 50%50 - 75%Over 75%
Outdoor weather conditions
Extreme cold (non-weather)
Work in high place(s)
Work in confined space(s)
Risk of electrical shock
Risk of radiation exposure
Exposure to blood borne pathogens
Toxic / caustic chemicals
Dust or other irritants
Grease or oils
Exposure to lab animals
Infectious / contagious disease
Humid or wet conditions (non -weather)
xLifting/Carry Requirements of this jobNo Lifting required
xNo Carrying requiredNumber of poundsAmount of Time1 - 25%25 - 50%50 - 75%Over 75% LiftCarryLiftCarryLiftCarryLiftCarry
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
Over 100 poundsPush/Pull Requirements of this job:No Pushing required
xNo Pulling requiredNumber of poundsAmount of Time1 - 25%25 - 50%50 - 75%Over 75% PushPullPushPullPushPullPushPull
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: ActivityAmount of Time SpentNone1 - 25%25 - 50%50 - 75%Over 75%
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 ladder or other equipment
Drive / operate motor vehicle
Stoop, kneel, crouch, bend, crawl
OtherVision Requirements of this job:Vision RequirementRequiredNot Required
Ability to adjust focus
OtherSafety equipment used while performing this job:
Safety eye glasses
Filter lens (welding/soldering)
Ear plugs or Mufflers
Surgical mask / dust mask
Self contained breathing apparatus (SCBA)
Level of noise typical in this work environment:
Very loudEEO 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.