Administrative Coordinator

When you join the growing BILL team, you're not just taking a job,you?re making a difference in people?s lives. The AdministrativeCoordinator will support the Vice President for Education and theExecutive Director of the Shapiro Institute for Education and Research.As well, this position will provide general departmental administrativework in the Center for Education, including assisting the Director ofArtificial Intelligence and the Office of Education Research. This rolewill involve medical student interaction and will assist with onboardingHarvard Medical School students for their rotations at BIDMC. This rolewill be located onsite in Boston, MA and once fully trained, can workone day remotely per week. Job Description: Provides support forleadership positions and a division or department by coordinatingadministrative work, projects and staff. Performs various administrativefunctions requiring in-depth knowledge of departmental programs,operations and services and hospital policies and procedures. EssentialResponsibilities: Screens telephone calls and access for high-levelposition(s) deciding which individuals need face to face meetings, whichcan be refer to other managers or when possible, resolves the situation.Schedules and prepares for diverse and complex appointments, meetingsand travel arrangements. Oversees planning and preparation forcommittees. Distributes minutes, prepares agenda, materials andcommittee work. Plans, coordinates and makes recommendations inpreparation for high-profile programs and events for the dependently composes and edits complex and sensitive correspondence,reports and documents for final approval by manager. Compiles, analyzesand summarizes data from multiple sources to create detailed complexdoc,uments, reports and high-level presentations. Completesdepartment-specific responsibilities which are documented at the locallevel. Required Qualifications: High School diploma or GED required.Associate's degree preferred. 3-5 years related work experiencerequired. Advanced skills with Microsoft applications which may includeOutlook, Word, Excel, PowerPoint or Access and other web-basedapplications. May produce complex documents, perform analysis andmaintain databases. Competencies: Decision Making: Ability to makedecisions that are guided by precedents, policies and objectives.Regularly makes decisions and recommendations on issues affecting adepartment or functional area. Problem Solving: Ability to addressproblems that are varied, requiring analysis or interpretation of thesituation using direct observation, knowledge and skills based ongeneral precedents. Independence of Action: Ability to set goals anddetermines how to accomplish defined results with some guidelines.Manager/Director provides broad guidance and overall direction. WrittenCommunications: Ability to communicate clearly and effectively inwritten English with internal and external customers. OralCommunications: Ability to comprehend and converse in English tocommunicate effectively with medical center staff, patients, familiesand external customers. Knowledge: Ability to demonstrate full workingknowledge of standard concepts, practices, procedures and policies withthe ability to use them in varied situations. Team Work: Ability to actas a team leader for small projects or work groups, creating acollaborative and respectful team environment and improving workflows.Results may impact the operations of one or more departments. CustomerService: Ability to provide a high level of customer service topatients, visitors, staff and external customers in a professional,service-oriented, respectful manner using skills in active listening andproblem solving. Ability to remain calm in stressful situations.

Created: 2026-05-02