Operations Coordinator I
The Operations Coordinator is responsible for providing administrative and management assistance to the department chair, vice chairs, and director, including seamless administrative support, and coordination of projects and activities, as required.
In addition to providing day-to-day operations support for the department chair, vice chairs and director (e.g., managing calendars, maintaining office supplies, preparing correspondence, managing payroll, etc.), the Operations Coordinator will work with the vice chair for educational affairs planning and facilitating the department of medicine’s Medical Grand Rounds lecture series, accredited by Tufts University School of Medicine, and processing the hospital physicians' continuing medical education (CME) credits. The Operations Coordinator will work with the vice chair for educational affairs and the clerkship director on aspects of the medical students’ rotation in medicine at St. Elizabeth’s Medical Center. The Operations Coordinator will provide assistance, as needed, to the residency program director, such as during recruitment season and the interview process.
- Manage administrative activities for the chair, vice chair and director, including incoming calls, calendar management and assignments, as needed
- Coordinate the department of medicine weekly Medical Grand Rounds and associated CME – notification of speakers and participants, disseminates information about conference, maintains and ensures compliance with CME accreditation and maintains records of attendance at conferences.
- Oversee daily management of all assigned projects and responsible for ensuring timely and through completion, communication regarding barriers/ solutions and resources needed. Makes process and or organization structure suggestions for improvements and changes as needed.
- Responsible for assisting the director with the onboarding of providers in the department of medicine.
- At the direction of the internal medicine residency program director, assist the clerkship director with the completion of tasks related to the third and fourth year medical students. This includes but is not limited to preparing student rotation schedules, SARF’s, preparing and running student orientation sessions, maintaining student didactic schedules and planning and collecting evaluation material for grading and reporting to the medical school.
- Prepare monthly reports for the department of medicine’s chair, vice chairs, and director.
- Track the completion of the Ongoing Professional Practice Evaluation (OPPE) and Focused Professional Practice Evaluation (FPPE) for the department of medicine providers who are members of the medical staff at St. Elizabeth’s Medical Center.
- Schedule meetings and coordinate necessary logistics including room reservations, food service, participant invitations, dissemination of materials and confirmations
- Responsible for the minutes at meetings
- Handle reimbursements by tracking, preparing and submitting the expense reports
- Responsible for coordinating and processing bi-weekly payroll; preparing coverage payment forms
- Ensure that all providers throughout the department of medicine have completed their annual compliance education.
- Function as office receptionist for visitors and staff; maintaining an orderly and neat office environment
- General administrative support including, process incoming and outgoing mail. Manage and order office supplies, prepare correspondence
- Emails / faxes / writes letters within Steward Policy
- Perform other related duties as needed
- Maintain confidentiality of all materials.
- Bachelor’s degree or equivalent amount of education and experience.
- 3-5 years of administrative experience in healthcare operations.
- Ability to prioritize and manage several projects
- Exceptional organizational skills
- Excellent communication, inter-personal, and collaborative skills
- Strong oral and written communication skills required
Steward Health Care is an Equal Employment Opportunity (EEO) employer, Steward Health Care does not discriminate on the grounds of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, and or expression or any other non-job-related characteristic.
Steward Medical Group is taking additional necessary preparations to ensure patients can receive compassionate care in safe, carefully managed environment – with confidence and without fear.
Our Safe and Ready program consists of a rigorous [three-point] standard ensuring patient safety, confidence and convenience.
- Any COVID-19 related care takes place in designated areas away from other patients and their families.
- A stringent cleaning policy has been implemented throughout our facilities.
- A strictly controlled visitor and mask policy is required for patient and colleague safety.
Steward Health Care is the largest private, for-profit health care network in the United States. The company is owned and led by a management team of Steward physicians. Headquartered in Dallas, Texas, Steward employs more than 40,000 health care professionals and operates 35 hospitals across the United States and in the countries of Malta and Colombia which regularly receive top awards for quality and safety. The Steward network includes multiple urgent care centers and skilled nursing facilities, substantial behavioral health services, more than 7,000 beds under management, and approximately 2.2 million full risk covered lives through the company's managed care and health insurance services.
The Steward Health Care Network includes more than 5,000 physicians across 800 communities who help to provide more than 12 million patient encounters annually. Steward Medical Group, the company's employed physician group, provides more than six million patient encounters per year. The Steward Hospital Group operates hospitals in Malta, Colombia and nine states across the U.S., including Arizona, Arkansas, Florida, Louisiana, Massachusetts, Ohio, Pennsylvania, Texas, and Utah. For more information, visit www.steward.org.