Administrative Coordinator II

Administrative Coordinator II

Requisition Number: 10597

Pay Range: $23.88 - $39.76 per hour

Location : CHA Cambridge Hospital

Work Days :
Monday to Friday 8:00 am to 4:30 pm

Category :
Clerical and Administrative Support

Department :
Dept of Medicine

Job Type :
Full time

Work Shift :
Day

Hours/Week : 40.00

Union Name : CH Laborers 380

Department Description Cambridge Health Alliance (CHA) is a vibrant, innovative health system that serves over 140,000 patients in the Boston metro-north region. CHA has a longstanding commitment to vulnerable and diverse patients and is proud to serve all those in need. The Department of Medicine at CHA is an expansive service line that includes Geriatrics, PACE, Hospitalists, Pulmonary, Critical Care & Sleep, Cardiology, GI, Endocrinology, Nephrology, Hematology/Oncology, Dermatology, Infectious Disease and Neurology.

On-Call Scheduling:
Prepare and maintain on-call schedules for assigned divisions, including Pulmonary, Critical Care & Sleep, Cardiology, Gastroenterology, Endocrinology, Nephrology, Hematology/Oncology, Dermatology, Infectious Disease, and Neurology.

Time-Off Management:
Document providers’ time-off requests and coordinate with the Manager to ensure accurate payroll processing.

Departmental Coverage:
Provide coverage and administrative support for other staff as needed.

Provider Onboarding:
Assist with onboarding for new providers in assigned divisions. Arrange Epic training by specialty. Coordinate coding training. Submit IT requests for access to CHA systems (Epic, Network Access, Pyxis, Meditech, Remote Access, EKGs, etc.).

Collaborate with Medical Specialties and Division Chiefs to set up clinic templates. Order lab coats and request CHA pagers. Assist provider with parking arranging with the transportation office. Perform other tasks related to physician onboarding as needed.

Division Communication & Meetings:
Communicate with Division Chiefs to coordinate division meetings, tumor boards, and other internal or external meetings. Collect, analyze, and prepare data from sources such as Press Ganey, clinic volumes, and no-show reports for distribution to Division Chiefs.

Calendar & Meeting Management:
Manage Division Chiefs’ calendars and record detailed meeting minutes for Tumor Boards, M&M conferences, monthly division meetings, and other departmental sessions.

Administrative Documentation:
Compose, format, and maintain correspondence, reports, agendas, meeting minutes, and departmental policies in a timely and accurate manner.

Office Support:
Troubleshoot office equipment (e.g., copiers, faxes, printers) and arrange IT support or maintenance as needed.

Patient-Related Communication:
Identify and elevate patient-related concerns appropriately, including rerouting calls to relevant CHA departments.

Meeting Coordination:
Schedule meetings efficiently and ensure participants are informed of all details (date, time, location).

Student Onboarding:
Coordinate onboarding for Physician Assistant students in the Cardiology and Infectious Disease departments. Arrange Epic training by specialty. Submit IT requests for access to CHA systems (Epic, Network Access, Pyxis, Meditech, Remote Access, EKGs, etc.). Submit  request Prepare and submit CORI form to Human Resources Arrange employee health consult and submit immunization records Create a Non-Employee profile on Staffnet.

Associates Degree preferred. 1-3 years of related administrative experience. Good written and verbal communication skills required. Excellent computer skills including experience using applications such as Google Suite (Sheets, Docs, Slides) and Microsoft Office (Word, Excel, PowerPoint) EPIC and database experience.

Please note that the final offer may vary within the listed Pay Range, based on a candidate's experience, skills, qualifications, and internal equity considerations.

In keeping with federal, state and local laws, Cambridge Health Alliance (CHA) policy forbids employees and associates to discriminate against anyone based on race, religion, color, gender, age, marital status, national origin, sexual orientation, gender identity, veteran status, disability or…