Overview

The Administrative Coordinator position is critically needed to support the Program Director and Chief of Medicine in managing the Department of Medicine and Internal Medicine Residency Program.

The Administrative Coordinator is essential for efficient workflow, administrative support, team and project coordination that will enable department leadership to carry out core operations, compliance, reporting, and quality improvement activities, while advancing the residency program and the Department of Medicine.

Responsibilities

• Provide high level administrative support to the Chief of Medicine, including managing calendars, scheduling appointments, and coordinating meetings and events.
• Serve as the primary point of contact for internal and external stakeholders, screen and direct inquiries appropriately for the Chief of Medicine
• Prepare and edit correspondence, reports, and presentations for the Chief of Medicine
• Assist in the preparation and distribution of agendas, meeting materials, and minutes for departmental meetings and committees.
• Assist with preparing reports, presentations and other documents.
• Coordinate travel arrangements for the Chief of Medicine and other staff, as needed.
• Organize and maintain electronic and physical filing systems, ensuring easy retrieval of documents and information.
• Assist in budget tracking and expense management for the Department of Medicine, processing invoices, reimbursements and purchase orders.
• Assist in managing office tasks - phones, supplies, mail, filing.
• Assist Program Coordinator on completing accreditation requirements and mandatory reporting to iPRO, ACGME.
• Cross train and provide back up to cover Program Coordinator duties.
• Other duties as assigned by department leadership.

Qualifications

Education:

• High School Diploma or equivalent, required. Associate's or higher degree preferred.

Experience:

• Minimum one (1) year experience working in an office environment preferrably in a hospital/clinic settings interacting with staff and leadership.
• Prior experience in a secretary or administrative assistant role highly preferred.

Knowledge and Skills:

• Proficient in Microsoft office suite (word, excel, outlook and powerpoint) and other rotuine office equipment.
• Strong written and verbal communication skills in the English language, with the ability to read, and interpret documents.
• Excellent organizational and interpersonal skills. Ability to communicate effectively with patients, co-workers, visitors, business partners, and leadership.
• Excellent attention to details and problem solving skills.
• Ability to maintain office filing systems, both electronic and physical.

Physical Requirements:

• Position requires ability to hear, talk, prolonged periods of sitting and standing, reaching, walking throughout the working day.
• Position will be required to stoop, bend, lift, and carry items weighing up to 15 pounds for routine performance of essential functions.
• Normal routine involves no exposure to blood, body fluid or tissue, but potential for exposure.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of One Brooklyn Health (OBH) and the Kingsbrook Jewish Medical Center (KJMC) campus.

OBH is an equal opportunity employer, it is our policy to provide equal opportunity to all employees and applicants for employment without regard to race, color, religion, national origin, marital status, military status, age, gender, sexual orientation, disability or handicap or other characteristics protected by applicable federal, state, or local laws.