Senior Administrative Coordinator

2 weeks ago

Boston, United States Boston Medical Center Full time

POSITION SUMMARY:

Under the general supervision of the Administrative Manager, provides complex level of administrative support in preparation and completion of all administrative duties and department projects in the Section of Hematology and Medical Oncology. Responsible for all aspects of office operations, including but not limited to managing calendars of Section Chief, Administrative Director and other senior leaders, scheduling meetings and lectures, managing travel arrangements and creating candidate itineraries. Prepares excel spreadsheets, PowerPoint presentations, reports and other correspondence as requested. Maintains office appearance, inventory and filing systems, orders supplies, sorts and distributes mail and processes travel and expense reimbursements. Serves as main point of contact in responding to patient and other departmental inquiries and triaged and routes calls to appropriate destinations. Assists with new hire faculty recruitment, onboarding, credentialing, licensing, and other personnel related items. Other duties as assigned.

Position: Senior Administrative Coordinator

Department: Hematology-Oncology Clinical

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

  • Manages and maintains multiple Outlook calendars for Section Chief, Administrative Director, and other senior leaders.
  • Schedules and coordinates section meetings, candidate lectures, special presentations and events. Communicates meeting details to intended parties.
  • Prepares excel spreadsheets, PowerPoint presentations, candidate lecture advertisements, reports, and other correspondence as requested.
  • Processes reimbursements, travel and expense reports and purchase orders.
  • Submits work orders for maintenance/housekeeping related requests.
  • Answers department telephones and routes calls to department personnel and/or takes messages.
  • Courteously and professionally represents the Section when greeting and providing assistance to faculty, outside faculty, research/laboratory sales representatives and other visitors.
  • Assists with the coordination of the academic appointments and promotions process for faculty within the Section. Provides assistance completing various forms required to complete packets for submission. Ensure the process is complete and appropriate deadlines are met while keeping current on the evolving process.
  • Manages onboarding and prepares the credentialing applications for processing and administer license renewals, malpractice insurance and re-credentialing applications for assigned clinicians within the Section.
  • Initiates and institutes administrative procedures in areas for purchasing inventory and space assignment.
  • Monitors and maintains inventory of office supplies and equipment. Makes office purchases as needed, evaluates, develops and revises administrative office systems in order to improve office productivity and cost effectiveness.
  • Liaise between principle investigators and research personnel with Facility Systems Engineer, Facilities and Energy Management, Environmental Health and Safety, Environmental Services and other internal/external vendors to ensure safe effective work environment and laboratory equipment meets safety requirements and guidelines.
  • Other duties as assigned.

Must adhere to all of BMC's RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

  • Bachelor's Degree or equivalent combination of training and experience.

EXPERIENCE:

  • Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.

KNOWLEDGE AND SKILLS:

  • Requires a significant level of analytical ability to develop and analyze budgets and to develop related justification.
  • Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail.
  • Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor for favorable "first impression".
  • Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds, including influential people.
  • Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers. Experience with statistical analysis tools a plus.
  • Excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
  • Must be able to maintain strict protocols of all confidential or sensitive information

Equal Opportunity Employer/Disabled/Veterans

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