Program Coordinator, Internal Medicine

About the role

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. The Program Coordinator will support the Hospitalists Division at Mount Auburn Hospital in Cambridge, MA.

Schedule

This role will be fully onsite in Cambridge, MA, working Monday through Friday, day shift.

Responsibilities

• Provide comprehensive administrative, operational, and logistical support to the Hospital Medicine Division.
• Serve as the central administrative partner to the Division Director and clinical leadership, supporting provider scheduling, daily operations, provider onboarding/offboarding, meetings, documentation workflows, and office management.
• Provider Scheduling & Coverage & Evaluation: create and maintain provider schedules in AMION and update as needed for shift swaps.
• Track executed shifts, sick calls, shift trades, and vacation time.
• Assist with coverage coordination and moonlighting outreach when providers call out.
• Assist with scheduling of yearly provider evaluations.
• Responsible for provider payroll and timekeeping, including tracking moonlighting shifts and submitting for reimbursement.
• Submit monthly worked and per diem shift reports to payroll/finance teams.
• Send monthly schedules to Clinical Documentation Improvement (CDI) leadership.
• Send executed shifts to HMFP leadership.
• Maintain APP timekeeping in KRONOS.
• Oversee day-to-day operations, including screening telephone calls and electronic communications for Hospitalist leadership and providers.
• Maintain daily records of team census, admissions, and discharges.
• Monitor provider in-baskets when providers are off service for CDI queries and critical result notifications, ensuring timely routing and follow-up.
• Support the Medical Director with the resolution of escalated queries by coordinating outreach to providers.
• Maintain and update the Hospital Medicine shared Virtual Guidelines folder to ensure current, accurate, and accessible clinical and operational resources.
• Coordinate meetings, rounds & educational programs, including Hospital Medicine staff meetings (monthly), Grand Rounds and other Specialists rounds, including attendance and content tracking.
• Provide administrative support for the Hospital Medicine CME planner.
• Support the provider recruitment process, including scheduling interviews and onboarding for new providers, ordering lab coats, scrubs, pagers, and lockers, and requesting IT access.
• Coordinate provider offboarding by ensuring return of keys, pagers, badges, and lockers.
• Provide direct administrative support to the Division Director, including calendar and meeting management.
• Manage the space, which includes ordering supplies, overseeing the distribution of mail, and maintaining equipment and facility needs.
• Work with vendors when necessary to resolve issues.

Qualifications

• Must possess the level of knowledge normally acquired through the completion of an Associate's degree, along with 3-5 years of progressively responsible experience.
• Must possess the analytical skills to research and resolve issues independently, compile accurate data, and synthesize information.
• Experience in a health care setting with knowledge of medical terminology preferred.
• Must possess excellent organizational skills with the ability to organize, prioritize, and attend to detail to maintain the orderly function of the department.
• Strong customer service and excellent interpersonal/emotional intelligence skills with the ability to collaborate effectively with physicians, physician assistants, residents, students, moonlighters, outside professional community, and hospital departments.
• Excellent telephone etiquette.
• The ability to communicate effectively, both orally and in writing, build strong work relationships, and provide empathy in interpersonal situations.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint to achieve work products and deadlines.
• EPIC knowledge is strongly preferred.

Other Requirements

• Consistently promote a culture of Wellbeing, Empathy, Collaboration, Accountability, Respect, and Equity as outlined in the organization's WE CARE values.