The administrative and fellowship coordinator provides project and administrative support to the Chief of the Division of Breast Surgery. This position serves two primary functions:
1.Provides administrative and project support to the Division Chief (80%)
2.Under the supervision of the Fellowship Education Director and Administrative Director, acts as the Division's fellowship coordinator. (20%)
The position provides comprehensive project coordination and administrative support in areas including but not limited to calendar and meeting facilitation; project support; domestic and international travel coordination; expense reconciliation; general executive support; office management; divisional and other duties. The ideal coordinator is a highly motivated individual who shows initiative, is goal-oriented with strong problem solving and multi-tasking skills and has the ability to work as part of a team and independently.
.PRINCIPAL DUTIES AND RESPONSIBILITIES:
Calendar & Meeting Facilitation
- Plans, manages, and facilitates meetings, seminars, and conferences. Specific responsibilities include:
- Calendar management
- Obtaining and organizing planning information
- Receiving appropriate approvals
- Facilitating and communicating meeting minutes
- Reserving location(s) and ordering A/V, food services, etc.
- Preparing agendas, schedules, syllabi, and/or teaching materials
- Coordinating attendance and communication
- Managing other items, including budgets, as necessary
Project Support
Provides project support on new and on-going initiatives.
Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved.
Manages the day-to-day operational aspects of the scope of the project.
Takes ownership of projects under the direction of the Division Chief and Administrative Director
Makes decisions and executes project assignments based on knowledge of practice operations and through research and collaboration.
Domestic and International Travel Coordination Prepares domestic and international travel arrangements. Corresponds with sponsoring institutions and societies. Prepares itineraries. Completes expense reimbursement process.
Expense Reporting
Monitors and reconciles Division Chief, faculty and APP expenses.
Collects, organizes, and prepares information for submission of domestic and international travel and other expense reimbursements.
Executive Administrative Support
Support the surgeon recruitment and search committee process.
Answers, screens, and routes telephone calls in a timely manner
Communicates with Division and Departmental leadership under the direction of the Division Chief and Administrative Director
Greets and directs visitors.
Responds to requests for routine information or assistance within scope of knowledge.
Composes routine and advanced correspondence
Maintains files and confidential record keeping systems.
Opens and sorts mail.
Photocopies, sorts, collates, and distributes documents, as required.
Office Management
Oversees general office operations to ensure continued workflow. Includes overseeing engineering requests, copy machine operation, fax machine operation, divisional computers, telephone work orders, and other required services.
Oversees ordering of office supplies to ensure daily operations are not halted due to lack of supplies or equipment.
Fellowship Coordination
Manages and coordinates program operations and processes.
Provides administrative and operational support to the fellowship program.
Works collaboratively with the Fellowship Education Director to assure compliance with all objectives and regulatory requirements.
Makes decisions and communicates in conjunction with the Fellowship Education Director and Administrative Director.
Schedules monthly meetings with fellows and director
Facilitates yearly fellowship mentorships sessions with faculty and fellows.
Maintains necessary paperwork, records, and files required to support the program.
Divisional & Other Duties
Manage and maintain CME accreditation as needed
Attends team meetings as required and contributes in a positive manner.
Supports Division initiatives as they are implemented.
Seeks improvement opportunities throughout Division.
Performs other duties, as assigned.
QUALIFICATIONS:
- Bachelor's Degree required.
- Excellent customer service skills required.
- Minimum of two years relevant work experience preferred.
- Ability and skills necessary to fulfill the above requirements.
- Experience working in a matrixed organization/environment preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
- Must maintain the highest standards of professionalism, ethics, and integrity.
- Must have strong customer service, verbal and written communication, and interpersonal skills in dealing with patients, providers, and colleagues.
- Must be team-oriented in dealing with multiple stakeholders and communication channels.
- Must be sensitive to and supportive of patients, families, and care-providers.
- Must have excellent problem-solving skills.
- Must have exceptional organizational skills and attention to detail.
- Must have very strong computer skills, including word processing, email, calendars, spreadsheets, slide presentations, web-based applications, and internet searches.
- Must have ability to prioritize and follow through on many tasks ranging from immediate to long-term and from independent to collaborative.
- Must have willingness to learn from others and to share one's own knowledge with others.
- Must have flexibility to assume new responsibilities and to cover others' responsibilities when needed.
- Must be resourceful in obtaining information when it is not readily available and in responding to unusual situations.
- Must have ability to recognize problems, establish priorities and initiate appropriate responses.
Physical Requirements
Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%)
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.
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Brigham and Women's Hospital
Sep 25, 2025