Sr Administrative Coordinator

McLean Hospital
United States, Massachusetts, Belmont
115 Mill Street (Show on map)
Mar 20, 2025
McLean Hospital is a comprehensive psychiatric hospital committed to providing easy access to superior quality, cost-effective mental health services in the Boston area, Massachusetts and beyond. Since 1811, McLean Hospital has been a world leader in the treatment of mental illness and chemical dependency, research into the cause of mental illness and the training of generations of mental health care providers. McLean's multidisciplinary programs treat a broad range of psychiatric illnesses across the full continuum of care. Responsible for providing comprehensive administrative support and coordination to ensure the smooth operation of various business functions by managing administrative tasks, overseeing projects, and serving as a point of contact for internal and external stakeholders. Provide high-level administrative support to senior executives or department heads, including managing calendars, scheduling meetings, and coordinating travel arrangements. -Assist in the planning, execution, and monitoring of projects, ensuring that timelines and deliverables are met. -Serve as a point of contact for internal and external stakeholders, including employees, clients, vendors, and partners. -Organize and maintain files, records, and documents in both physical and electronic formats. -Identify opportunities for streamlining administrative processes, implement effective solutions, and assist in the planning and execution of meetings, conferences, and other corporate events. In coordination with the Director of Operations, manage operation of the Trauma Continuum which includes multiple sub-programs. Maintain compliance with all applicable local and state contracts, regulations and/or guidelines for program operation. Principal Duties and Responsibilities * Provides leadership and ongoing accountability for business operations of the Trauma Continuum by utilizing strong personal experience and professional skill set. * Oversees general office procedures, and completes functions related to operations and fiscal systems (i.e. EPIC registration and scheduling, accounts receivable, accounts payable, EBuy purchase orders and expenses, EChecks, and MS Office incoming/outgoing email and interoffice mail, etc.). * Assists program director in preparing program operations budget as required by McLean and regulatory agencies. Assures that Quality Assurance protocols and checklists are followed and reviewed in a timely manner. * Monitors program operations, budgets, contracts and other regulations as required by local, state, and federal agencies * Develops and maintains excel tracking spreadsheets and databases for business and budget analysis functions. Prepares, tracks and analyzes operational budget in collaboration with program leadership. * Develops, evaluates and improves systems and protocols to enhance business and operational functions of the program. * Provides administrative support to program staff. Arranges and schedules appointments, interviews, meetings and conference calls for program leadership. Provides duplication and collation of documents and reports for program. Proofreads and edits all prepared documentation for program to assure accuracy prior to submittal. Maintains high degree of office efficiency, makes decisions related to routine administrative and clerical tasks and details. * Answers the telephone and fields calls, as needed * Assists with greeting and scheduling vendors, patients, families, and guests of the program. Monitors the traffic flow in and out of the building for customer service purposes and for regulatory and safety issues. * Manages HR PeopleSoft and Kronos electronic systems for program staff and is liaison to McLean Human Resources and other hospital administrative departments. Collaborates with program director to manage schedule for staff supervision in a timely manner. * Manages new staff hiring process with McLean Belmont Human Resources as it relates to background checks, I-9 forms, Occupational Health, McLean HR Orientation paperwork, policies and procedures, etc. And ensures that orientation and training is scheduled and completed. * Assists in developing appropriate policies and procedures for the program in compliance with regulatory agencies and helps prepare licensure materials as needed. * Manages contracted service providers for the program (e.g. linens, drinking water, equipment maintenance, lab services, hazardous waste, etc.) to assure efficient quality service and updated contracts. * Provides consistent feedback about the operations of the facility to the program leadership. * Serves as support to other administrative positions at program, including backup coverage for duties related coordinating patient admissions. * Other duties as assigned by Trauma Continuum program leadership. Education Associate's Degree Business Administration required or Bachelor's Degree Business Administration preferred Can this role accept experience in lieu of a degree? Yes Licenses and Credentials Experience Administrative Support Experience 3-5 years required or Executive Level Support Experience 2-3 years preferred Knowledge, Skills and Abilities - Proficient in using office productivity software such as word processing, spreadsheet, and presentation tools. - Demonstrated professionalism, integrity, and the ability to handle confidential information with discretion. - Ability to adapt to changing priorities and work effectively in a dynamic environment. - Strong problem-solving skills to resolve issues and make sound decisions independently. - Strong written and verbal communication skills to effectively interact with individuals at all levels of the organization. - Excellent organizational abilities to manage multiple tasks, prioritize work, and meet deadlines. Physical Requirements Standing Occasionally Walking Occasionally Sitting Constantly Lifting Occasionally Carrying Occasionally Pushing Rarely Pulling Rarely Climbing Rarely Balancing Occasionally Stooping Occasionally Kneeling Rarely Crouching Rarely Crawling Rarely Reaching Occasionally Gross Manipulation (Handling) Constantly Fine Manipulation (Fingering) Frequently Feeling Constantly Foot Use Rarely Vision - Far Constantly Vision - Near Constantly Talking Constantly Hearing Constantly The McLean Hospital Corporation 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.