Job Openings

Program Coordinator

Job ID: BH415986

Category: Project Coordinator, Administrative Assistant

Specialty: Administrative

Job Title: Program Coordinator

Must Haves:

  • Bachelor’s Degree
  • Advanced Proficiency with MS PowerPoint, Excel, and Access
  • 5 years of relevant healthcare and project management experience

Preferred:

  • Bachelor’s Degree in Healthcare Administration
  • EPIC/Cadence
  • Academic Healthcare Center Experience

Job Summary:

Under the general direction of the Program Manger and Program Directors for the Faculty/Trainee Mental Health, Personalized Psychiatry Consultation Program and Consultation Liaison Service in the Department of Psychiatry, the incumbent is responsible for managing a wide variety of administrative, projects related for the Department of Psychiatry. This position requires a detail-oriented candidate with superior follow through and organizational skills. Requires maintaining solid working relationships with a variety of staff, trainees, faculty, and students throughout the department. The candidate should possess strong leadership and communication skills, and exercise discretion, independent judgment and decision making in managing high-level, confidential matters.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Faculty/Trainee Mental Health, Personalized Psychiatry Consultation and Psych Transplant

Evaluation Programs Tasks (50%)

  • Coordinates the day-to-day operations of the Faculty/Trainee Mental Health, Personalized
  • Psychiatry Consultation and Psych Transplant Evaluation Programs.
  • Acts as key point of contact for patients seeking care. Oversees electronic communications and telephone service functions, to ensure efficient scheduling and follow up.
  • Responsible for oversight and management of Epic schedules, Work queue’s and calendars for program clinicians, including Program Director.
  • Coordinates with clinic administrators and provides updates on scheduled appointments to ensure smooth registration and check in/check out.
  • Responsible for collecting data and creating dashboards used for internal tracking and updates to leadership, including, but not limited to volume tracking, etc.
  • Works with Program Director and Program Manger to develop processes around communication and coordination, including marketing tools to raise awareness of the program/related resources. Develops and maintains departmental intranet site.
  • Works with the Medical Director and Practice Administrator to ensure support systems in the department operate efficiently. Works with patients and staff to address complaints and suggestions for improving service.
  • Responsible for performing various administrative and clerical duties required to support the clinicians on an as-needed basis.
  • Maintains confidentiality and complies with professional ethics per professional and Departmental standards.
  • Maintains good communication with and reports problems to the Medical Director and/or Practice Program Managers.
  • Other tasks, projects and duties as assigned by Department Leadership.

Administrative Tasks (50%)

  • Provides Administrative support to the Department of Psychiatry, including calendar management.
  • Responsible for providing daily Administrative support for the Psychiatry Consultation Liaison
  • Service, including but not limited to paging physicians and updating patient excel lists for clinical service; works collaboratively with the administrative physician to maintain daily consultation service patient coverage
  • Serve as a back up to the Senior Administrative Assistant for the Consultation Liaison service and the Education program.
  • Often performs other duties as assigned or as responsibilities necessitate.

QUALIFICATIONS:

  • Bachelor’s degree required; preferred in healthcare administration
  • (5) years of relevant health care and project management experience required
  • Experience working in an academic healthcare center preferred.
  • Experience with Power Point, Excel and Access required

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  • Superior organizational skills dealing with many institutions and departments with competing needs.
  • Excellent communication, presentation and interpersonal skills, independent decision making, and problem solving skills.
  • Ability to handle multiple tasks simultaneously, work well under pressure; keep track of details, and following through to completion within specific time limits.
  • Excellent time management skills
  • Requires excellent judgment, tact, sensitivity and the ability to function independently in a stressful environment.
  • The ability to maintain confidentiality and HIPAA requirements regarding department-specific information
  • Ability to lead others and persuade, influence and enlist others support in accomplishing objectives.
  • Excellent analytical skills

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Boston, Massachusetts