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Administrative Coordinator - Division of Cardiac Surgery

Brigham and Women's Hospital
United States, Massachusetts, Boston
15 Francis Street (Show on map)
Feb 04, 2026
Principal Duties and Responsibilities Administrative Coordination (50%) Extensive daily communication and contact with many Clinical and Administrative Departments. This requires routing factual and confidential information and a detailed knowledge of policies and procedures across MGB Division of Cardiac Surgery Prepares various types of medical and administrative correspondence including memoranda, reports, letters and schedules. Composes, proofreads, and edits as necessary. Prepares, submits, and follows up on check requests, work orders, expense reports, and resource booking requests to ensure completion Coordinate divisional events such as visiting professorships, holiday parties, and assist with graduation activities, teaching conferences, and other faculty led events. Coordinate special events such as meetings, dinners, interview sessions, orientations or graduation activities, and surgical statistics regarding admissions, discharges, deaths and complications, database entry and processing of educational program data. Recruit and onboard various roles including, but not limited to, observers and research students Support weekly faculty meetings by running slides and marking down meeting minutes Assist with timekeeping in UKG Administrative Support (50%) Perform administrative duties under minimal supervision at the highest proficiency level. Provides direct support to Cardiac Surgery Faculty and Administrative Supervisor Work is highly complex, non-repetitive and often project oriented. Ability to solve problems and determine best course of action with little direction. Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor. Track expense budgets, perform basic bookkeeping tasks and create financial reports. Assist with training and orienting staff, as needed. Provide cross coverage as needed. Follow HIPAA guidelines for the management of patient privacy and confidentiality. Other duties, as assigned (listed below) Administrative Functions Works as a team member with all staff in the Division to ensure smooth operation of the Division, including participation in staff or faculty meetings, taking minutes, and preparing agendas. All other duties as needed and requested by the Administrative Manager Education High School Diploma or Equivalent required and Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience Administrative Support Experience 3-5 years required and Leadership Level Support Experience 2-3 years required Knowledge, Skills and Abilities * Proficient user of Microsoft Office suite, including Excel and Access. * Interest in health care process improvement and care redesign * Excellent interpersonal skills and flexibility. * Excellent oral and written skills. * Understanding of and ability to use medical terminology. * Computer software and word processing skills including: MS Word, Excel, PowerPoint, Outlook, Internet and Windows. * Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff. * Strong communication and organizational skills. * Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary. * Ability to effectively respond to time sensitive and confidential issues. * Initiative and ability to work both independently and as a member of a functional team. * Strong attention to detail. * Ability to handle multiple tasks in a fast-paced environment Physical Requirements Standing Occasionally Walking Occasionally Sitting Constantly Lifting Occasionally Carrying Occasionally Pushing Rarely Pulling Rarely Climbing Rarely Balancing Occasionally Stooping Occasionally Kneeling Rarely Crouching Rarely Crawling Rarely Reaching Occasionally Gross Manipulation (Handling) Constantly Fine Manipulation (Fingering) Frequently Feeling Constantly Foot Use Rarely Vision - Far Constantly Vision - Near Constantly Talking Constantly Hearing Constantly The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.