Clinic Administrative Coordinator in Dorchester Center, Massachusetts at Codman Square Health Center Inc

Position Summary:

The Clinic Administrative Coordinator – Triad Support is responsible for supporting the execution of daily clinic operations through administrative coordination, provider scheduling support, meeting management, and audit oversight. This role partners closely with Medical Directors and Practice Administrators to ensure alignment across clinical, nursing, and operations teams.

The Coordinator supports leadership by maintaining organized workflows, ensuring timely communication, and strengthening coordination across departments. This position plays a key role in building strong working relationships, supporting accountability, and ensuring operational consistency across the practice.

Primary Responsibilities:

· Administrative & Leadership Support

· Provide comprehensive administrative support to Medical Directors and Practice Administrators by organizing priorities, preparing materials, and ensuring leadership has the necessary information to operate effectively

· Manage complex calendars by coordinating meetings, resolving scheduling conflicts, and balancing competing priorities while maintaining strong communication with stakeholders

· Track leadership priorities, deadlines, and deliverables, proactively following up to ensure completion and alignment across teams

· Serve as a central liaison across clinical, nursing, and operations teams, fostering strong working relationships and facilitating collaboration

· Prepare correspondence, reports, and materials with a high level of professionalism, accuracy, and attention to detail

Meeting Coordination & Documentation

· Coordinate leadership and department meetings including scheduling, logistics, and preparation of materials to ensure efficient and organized execution

· Develop structured agendas in partnership with leadership to guide discussions and maintain focus on priorities

· Capture detailed meeting minutes, including key decisions, action items, and responsible parties, ensuring clarity and accountability

· Track and follow up on action items, maintaining communication with stakeholders to support timely completion

· Maintain organized records of meeting documentation to support continuity and reference across teams

Provider Scheduling Support

· Maintain and update provider schedules within the EMR system, ensuring accuracy, consistency, and alignment with established templates

· Monitor schedules for gaps, inconsistencies, or errors and proactively communicate with leadership to resolve issues

· Coordinate schedule adjustments related to provider availability, time off, or operational needs while minimizing disruption

· Support provider coverage coordination by communicating changes clearly and ensuring appropriate follow-up

· Build collaborative relationships with providers and staff to support responsiveness and effective scheduling coordination

Auditing & Administrative Oversight

· Conduct routine administrative audits including schedule accuracy, documentation completeness, and workflow adherence

· Track discrepancies and maintain logs to support accountability, visibility, and resolution

· Escalate issues to leadership with clear documentation and context to support decision-making

· Maintain and update trackers, reports, and administrative documentation to support operational oversight

· Support consistency in administrative workflows by organizing and maintaining standard processes

Office & Administrative Operations

· Manage incoming and outgoing mail, ensuring timely and accurate distribution of information

· Order and maintain office and clinic supplies, monitoring inventory levels and coordinating restocking as needed

· Support document routing, invoice tracking, and administrative approvals with attention to detail and timeliness

· Maintain organized electronic and physical filing systems to ensure accessibility and compliance

· Provide general administrative support to ensure smooth day-to-day clinic operations

Communication & Coordination

· Facilitate clear and consistent communication across departments to ensure alignment on priorities and updates

· Support coordination of internal initiatives, projects, and workflow changes by organizing tasks and maintaining communication

· Assist leadership with preparation of presentations, reports, and communications to support operational needs

· Ensure timely distribution of information to staff and stakeholders

· Develop and maintain positive working relationships across teams to promote collaboration and a supportive work environment

Professional

· Strong organizational and administrative coordination skills

· Ability to manage multiple priorities in a fast-paced environment

· Strong attention to detail and accuracy

· Effective communication and interpersonal skills

· Ability to build relationships and work collaboratively across teams

Other duties and/or other departments/locations as applies.

Qualifications & Skills:

Experience

· 2–5 years of administrative or clinic coordination experience, preferably in a healthcare setting

· Experience supporting leadership or management teams

· Experience with EMR systems (Epic preferred)

Education

· High School Diploma or equivalent required

· Associate degree preferred

· Relevant experience may substitute for a degree

Physical Requirements

· Must be able to stand or sit for prolonged periods (at least 50% of the time)

· Ability to lift up to 25 pounds and load onto shelves

· Visual acuity sufficient for frequent reading and computer use