Business Coordinator, Transplant

Multi-Organ Transplant Program Coordinator

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.

Job Description : Under the direction of, and working alongside, the Chair and Executive Director, the position coordinates all business operations activities and projects related to the Administration and Development of the Multi-Organ Transplant Program at LHMC. Schedules and coordinates meetings, prepares agendas, materials, presentations and necessary equipment. Records and distributes minutes or notes and follow up actions. Maintains documents, files and records in accordance with established procedures. Drafts, edits and maintains complex documents including letters of recommendation, service agreements, regulatory documents and other files / records in accordance with established procedures. Assists in promoting, ensuring, and providing training in compliance with Professional Practice Standards, professional service regulations, health and safety rules, sound business practices, patient confidentiality rules, conflict of interest rules, etc. Schedules and arranges travel for visiting professors and other internal / external visitors. Coordinates all aspects of recruitment, hiring and onboarding for providers, fellows and medical students. Maintains personnel records ensuring compliance with regulatory standards. Obtains statistical information, creates spread sheets, reports and PowerPoint presentations. Maintains time keeping system for payroll and ensures timely submission. Coordinates purchases : obtains quotes, obtains POs, tracks and receives orders. Ensures correct designation of cost center and account codes to all invoices / purchases. Oversees the timely and accurate processes for outside live donor billing and troubleshoots any issues for patients. Reviews accounts payable for accuracy and follow-up with appropriate departments for any payment discrepancies and alerts the Executive Director of potential issues. Establishes and maintain accurate filing and record keeping systems for compiling of various data reports.

Primary Responsibilities :

• Ensures renewal of outside vendor maintenance agreements, service contracts and subscriptions by the established deadline (essential)
• Ensures correct designation of cost center and account codes to all invoices / purchases. Oversees the timely and accurate processes for outside live donor billing and troubleshoots any issues for patients. (essential)
• Establishes and maintain accurate filing and record keeping systems for compiling of various data reports (essential)
• Tracks and reports on status and progress of various activities / projects, identifies and resolves obstacles to ensure that work is on track with determined timelines. (essential)
• Provides productivity data, space / resource needs and assists in identifying and allocating space to meet needs of clinical, research and academic missions. (essential)
• Helps design, implement and support the expansion of the Transplant Program's outreach with referring providers, patients, and other key stakeholders. (essential)
• Plans and coordinates CME events, and other events / activities to promote LHMC Transplant & Hepatobiliary Services. (essential)
• Helps identify and establishes strategies focused on referring provider service excellence to maintain and grow referrals to LHMC Transplant & Hepatobiliary Services. Collaborates with transplant faculty and other leaders within the programs, as well as external organizations, in the coordination and execution of outreach activities. (essential)
• Maintains excellent communication to internal and external stakeholders LHMC Transplant & Hepatobiliary Services information, resources and / or services. Assists in the development, implementation, and ongoing maintenance of clinical marketing and internal / external communication tools, materials and social media efforts. (essential)

Required Qualifications :

High School diploma or GED required. 1-3 years related work experience required. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Preferred Qualifications :

BA Preferred

Competencies :

Decision Making : Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

Problem Solving : Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

Independence of Action : Ability to set goals and determines how to accomplish defined results with some guidelines. Manager / Director provides broad guidance and overall direction.

Written Communications : Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.

Oral Communications : Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.

Knowledge : Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Team Work : Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

Customer Service : Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Social / Environmental Requirements :

Work requires periods of close attention to work without interruption. Concentrated effort of up to 4 hours without break may be required.

Work requires constant response to changing circumstances and using new information to adjust approach and to quickly respond to new needs.

No substantial exposure to adverse environmental conditions

Health Care Status : NHCW : No patient contact.

Sensory Requirements :

Close work (paperwork, visual examination), Monitor Use, Visual clarity

Physical Requirements :

Light work : Exerting up to 20 pounds of force frequently to move objects. Some elements of the job are sedentary, but the employee will be required to stand for periods of time or move throughout the hospital campus. This job requires frequent sitting, walking, standing.

Pay Range : $23.73 - $31.94

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer / Veterans / Disabled