Strategic Operations Coordinator for Medical Oncology

3 weeks ago

Étreux, Hauts-de-France, United States Boston Medical Center Full time
Job Summary:
We are seeking a highly skilled and detail-oriented Senior Administrative Coordinator to join our team at Boston Medical Center. The ideal candidate will possess exceptional organizational, communication, and analytical skills to provide complex administrative support in preparation and completion of all administrative duties and department projects.

About the Role:
As a Senior Administrative Coordinator, you will be responsible for managing calendars of senior leaders, scheduling meetings and lectures, managing travel arrangements, creating candidate itineraries, and providing administrative support to clinical and research faculty. You will also prepare excel spreadsheets, PowerPoint presentations, reports, and other correspondence as requested. Additionally, you will maintain office appearance, inventory, and filing systems, order supplies, sort and distribute mail, and process travel and expense reimbursements. You will assist with new hire faculty recruitment, onboarding, credentialing, licensing, and other personnel-related items. Other duties as assigned.

Key Responsibilities:
  • Schedule appointments and meetings, take meeting notes, and follow up on meeting-generated tasks.
  • Respond to inquiries, triage, and route calls on behalf of the section chief and administrative director.
  • Independently compose high-level correspondence, documentation, and presentations of professional quality.
  • Edit and proofread all written materials and verify the validity of data for all documents and reports prior to submission/distribution.
  • Coordinate specific projects; provide leadership in project management.
  • Act as liaison between departments and make independent decisions.
  • Maintain departmental calendars and calendars for the section chief and administrative director.
  • Organize and coordinate departmental meetings or committees, including reserving conference rooms, setting up room equipment, and procuring food and beverage if necessary.
  • Make registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.
  • Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
  • Assist with the coordination of the academic appointments and promotions process for faculty within the Section. Provide 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.
  • May perform additional office-related duties as required by the section chief and administrative director.
  • Must be able to maintain strict protocols of all confidential or sensitive information.

Requirements:
Bachelor's Degree or equivalent combination of training and experience. Minimum 3 years' experience in medical or healthcare institutions, ideally in academic medicine. 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. Estimated salary range $65,000-$85,000 annually, depending on experience.

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