Project Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Reporting directly to the Administrative Manager of Hospital Medicine, this position will serve as a central resource for the Hospital Medicine Unit. 

Upon assignment, the Project Coordinator will be influential in assisting with monthly extra payments for the Department of Medicine.  The position will also support physician and APP recruitment planning, ensuring successful recruitment and arranging an organizational orientation for all newly hired providers, and credentialing. The position will assist with financial analysis and the implementation of key unit initiatives with the expectation they will be able to effectively communicate work plans/timelines, perform in-depth research and analysis, facilitate interactions with unit leadership, create quality presentation materials, deliver on deadline, and monitor effectiveness of each initiative.  The Project Coordinator will coordinate efforts to ensure that information flows smoothly between sections of the division, clinical and administrative leadership, relevant steering committees or advisory boards, and external stakeholders.  Coordination will include the ability to utilize data at a tactical and strategic level to exhibit transparency and advance key initiatives.

PRINCIPAL DUTIES AND RESPONSIBILITIES:     Indicate key areas of responsibility, major job duties, special projects and key objectives for this position.  These items should be evaluated throughout the year and included in the written annual evaluation.

• Assist with producing and requesting monthly payroll, faculty extra shifts and moonlighting for BWH, BWFH and DFCI for all trainees and faculty in DOM
• Calculates and submits monthly accrual report to DOM Finance.
• Reconciles and processes Hospital Medicine quarterly RVU incentive.  Coordinates software changes with the software engineer.
• As needed assist Administrator and Medical Directors in recruitment by helping source physician and APP candidates, review CVs, schedule interviews and maintain recruitment database.

         Assist with on-boarding new DOM moonlighters (including Physicians, Physicians Assistants, Nurse Practitioners and locums).  Working with HMU Administrator, DGIM, DOM, CCO and DFCI Credentialing Staff to track and verify the status of all applications in process. 

         Assist faculty with Harvard CV formatting.

         In conjunction with the Education Director organize weekly education seminar, confirm speakers, collect and submit HMS disclosures, track attendance and coordinate annual renewal documents with HMS and enter into database.

• Serve as a Project Coordinator for the Hospital Medicine Unit which entails developing scope of the project, define goals, create timeline for project deliverables, track project progress and update stakeholders.
• Works collaboratively with the Director, Associate Directors and Administrator with financial analysis/assessments and produce reports as needed for Hospital Medicine.
• Facilitate workgroup meetings, including preparing meeting materials, sending out agenda, completing meeting minutes, communicating effectively with members, and influencing leadership to drive project initiatives forward. 
• Coordinate with clinical leaders the weekly GMS Safety Huddle schedule
• Provide project assistance to the Hospital Medicine Mentoring Program

         Tracking and submitting invoices and reimbursements

• Assist with listening to and forward patient voicemails to appropriate providers daily
• Assist with sorting faxes
• Assist with cross-coverage administrative support when needed

         Other duties, as assigned

QUALIFICATIONS:   (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

         Bachelor's Degree required. 

         2-4 years experience in an academic health care setting required Healthcare project management experience strongly preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:           (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

         Excellent interpersonal, communication, and writing skills for formal and informal modes of communication.  Must be able to articulate, verbally and in writing, clear concise information that addresses the topic.  Anticipates additional questions that may arise in the discussion of a topic and obtains information in advance whenever possible.

         Motivated and independent individual to work directly with physicians, hospital staff, and senior administrative staff

         Ability to independently assess and evaluate potentially critical factors for consideration when presented with routine or novel projects.

         Strong project management skills, with experience in planning, facilitating, and organizing teams, work, and schedules to bring high quality work product in on schedule.

         Advanced organizational skills

         Superior attention to detail

         Must be able to demonstrate discretion in the exposure to and use of confidential business or patient data/information.

         Ability to see projects through from conception to completion

• Basic  knowledge of hospital and professional billing and coding, clinical operations in an academic medical center environment, and general contract administration, to be supplemented by developing access to new information on these topics. 
• Must possess the ability to make sound decisions, based on  knowledge of the situation, and the general understanding of BWH administration's common practices
• Strong Microsoft Office skills required