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Senior Administrative Coordinator

2 months ago

South Boston, United States Tufts Medicine Full time

Company Overview: Tufts Medicine is a premier integrated health system that unites the strengths of academic and community healthcare to provide outstanding, connected, and accessible care experiences to patients across Massachusetts.

Position Summary: This role is dedicated to delivering comprehensive administrative and operational support to the organization, facilitating the achievement of key operational objectives.

Key Responsibilities:

  • Generate and manage documents, organize and maintain records, handle correspondence, prepare standard reports, coordinate travel arrangements, schedule appointments, and respond to inquiries.
  • Act as a professional individual contributor, potentially overseeing the work of junior staff or managing specific processes and programs.
  • Spend a significant amount of time overseeing the design, implementation, or delivery of processes, programs, and policies, utilizing specialized knowledge typically acquired through advanced education.

Job Overview: This position entails providing expert-level administrative support and project management capabilities to assist a leader within a major corporate function. Responsibilities include managing complex details and advanced administrative tasks, requiring a high degree of discretion, judgment, and diplomacy.

Minimum Qualifications:

  • Associate's Degree or High School Diploma combined with two years of administrative experience, or four years of relevant administrative experience.

Duties and Responsibilities:

  • Draft correspondence, memos, and reports from dictation or drafts, ensuring high-quality presentation and adherence to grammar and format standards.
  • Prepare and expedite the production of various reports, brochures, and manuals, coordinating with marketing and executive offices to meet production timelines.
  • Attend meetings as a recording secretary, documenting proceedings and ensuring accurate communication of critical information.
  • Arrange a variety of meetings and events, prioritizing tasks for optimal time management.
  • Handle travel arrangements for extensive trips and groups, ensuring all logistics are efficiently coordinated.
  • Communicate with high-level executives and officials to relay sensitive information and expedite important matters.
  • Monitor progress on significant projects and follow up to ensure timely completion.
  • Process and manage administrative paperwork, including purchase requisitions and expense vouchers, ensuring compliance with hospital policies.
  • Assist in preparing and managing departmental budgets, monitoring expenditures, and reporting significant variations.
  • Independently conduct assigned portions of sensitive projects, determining information sources and analytical techniques.
  • Utilize standard software applications for word processing, spreadsheets, presentations, and databases, ensuring efficient operation of office equipment.

Skills & Abilities:

  • Strong organizational and communication skills, both verbal and written.
  • Proficient in Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
  • Ability to manage multiple tasks simultaneously and adapt to changing priorities.
  • Excellent interpersonal skills and the ability to work effectively with diverse teams.
  • In-depth understanding of office management and daily operations.

Tufts Medicine is committed to fostering a diverse and inclusive workplace, ensuring equal opportunity for all candidates. We value the unique contributions of each individual and strive to create an environment where everyone can thrive.