Administrative Assistant

100% In Person

The Department of Pediatrics at *** 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.
The Boston Combined Residency Program is a large, nationally-recognized, combined pediatric
training program based at *** and Boston Children's Hospital. Leadership of the
residency is provided through a partnership between the Department of Pediatrics at Boston
Medical Center and the Department of Pediatrics at Boston 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 *** and they will have the opportunity to work
and lead projects for the larger residency.

Faculty Recruitment
- 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
Recruitment
- 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.

Credentialing
- Partner with the Medical Staffing Office and Client 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.

Data Management
- Maintain accurate and up-to-date records in credentialing databases or systems
- Track the status of credentialing applications
- Manage the ambulatory tracking for BUMG
Compliance
- Partner with the medical staffing office to monitor for expired or lapsed credentials,
certifications, and licenses.

Onboarding/ Offboarding
- 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
o Collections of pagers, badges, office keys
o Schedule exit interviews with department leadership

Other
- 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.

General
- 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.