Administrative Assistant & Endocrine Fellowship Program Coordinator - Boston

Administrative Assistant & Endocrine Fellowship Program Coordinator

The primary role of this position is to serve as the administrative coordinator to the Endocrinology Fellowship Program at Tufts Medical Center. The secondary role is to provide general administrative support for the Division of Endocrinology and the Division Chief. The role provides day-to-day administrative and operational support to ensure the smooth functioning of the fellowship program. It is a hands-on position focused on coordinating routine business activities, maintaining program workflows, and assisting the program leadership, the faculty, and fellows as needed. The position requires familiarity with standard administrative practices, sound judgment, and the ability to interpret and apply established procedures, as well as to learn and assimilate new procedures. Work is performed under supervision, with increasing independence as experience grows.

Minimum Qualifications :

1. Two (2) years' administrative experience, preferably in a healthcare setting.

Preferred Qualifications :

1. Bachelor's degree strongly preferred.

Duties and Responsibilities :

The successful candidate will work with the Fellowship Program Director and Associate Program Director to fulfill all obligations of the Endocrine Fellowship Program at Tufts Medical Center, as outlined below. The duties and responsibilities listed below are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned :

1. Maintain the fellowship curriculum, rotation schedules, didactic calendars, and conference logistics.

2. Track fellows' evaluations, milestones, procedure logs, and ACGME-required documentation.

3. Manage the logistics of recruitment of fellows, including ERAS applications, interview scheduling, and candidate communication.

4. Coordinate onboarding for incoming fellowscredentialing, orientation, schedules, and required documentation.

5. Support program accreditation activities, including preparing materials for ACGME reviews and site visits.

6. Serve as the primary point of contact for fellows, faculty, GME staff, and external partners.

7. Organize fellowship-related meetings, including agendas, minutes, and follow-up actions.

8. Assist with exam registrations (e.g., In-Training Exam), certification verification, and licensing processes.

9. Maintain accurate records and databases for the fellowship program.

10. Prepare standard program reports, surveys, and compliance documents for internal and external stakeholders.

11. Coordinate fellows' clinical schedules and help resolve routine scheduling conflicts.

12. Assist with reimbursements and processing educational or travel funds.

Support faculty with evaluation tasks, teaching materials, and conference coordination.

13. Manage program communications, including emails, announcements, and updates.

14. Plan program events such as orientation, graduation, and scholarly activities presentations.

In addition to serving as the fellowship coordinator, the successful candidate will provide general administration & support for the Division Chief :

1. Manage the Division Chief's calendar, meetings, and communications, ensuring timely follow-up on priorities and actions.

2. Coordinate division-wide meetings, including preparing agendas, taking minutes, and tracking next steps.

3. Assist with faculty onboarding, credentialing paperwork, and maintaining up-to-date divisional records.

4. Maintain scheduling and logistics for clinical, educational, and administrative activities within the division.

5. Help organize academic activitiessuch as conferences, visiting speakers, and educational sessionsby managing logistics and communication.

6. Serve as a point of contact for faculty, trainees, staff, and hospital departments, triaging issues and escalating matters to the Division Chief when needed.

Physical Requirements :

1. Frequent sitting, occasional standing or working, and lifting of 10-15 lbs.

2. May be exposed to dust and other typical office-like discomforts.

3. Manual dexterity using fine hand manipulations for computer keyboard operation.

4. Ability to see computer screen and read reports.

5. Ability to hear instructions from physicians and other clinical or nursing staff.

Skills & Abilities :

1. Computer literacy, including familiarity with word processing programs and electronic spreadsheets, and the ability to learn new applications.

2. Excellent customer service skills, including excellent interpersonal and telephone skills.

3. Excellent organizational skills required with attention to detail.

4. Ability to prioritize work and be flexible with work assignments.

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day. The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals. Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growthone of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range : $24.65 - $30.82