Administrative Coordinator

Found in: Resume Library US A2 - 2 weeks ago

Boston Massachusetts, United States Joslin Diabetes Center Full time
Overview:
The Administrative Coordinator provides administrative support for the Clinical, Behavioral & Outcomes Research and Pediatric Research areas. In the Clinical Research Center (CRC), the Administrative Coordinator is responsible for providing administrative support to the Senior Investigator of Clinical, Behavioral & Outcomes Research, the CRC Nurse Manager and Manager of Administrative Services. In addition, may be responsible for supporting additional Investigators and/or Sections as assigned. Supports efforts to keep the lab and CRC activities functioning smoothly - must be familiar with a variety of concepts, practices and procedures relying on past experience and judgment to plan, accomplish and successfully perform complicated tasks independently, with minimal supervision. You must be able to handle many requests on your own, prioritize activities, and be capable of handling multiple projects simultaneously. For Pediatric Research, provides administrative support to Dr. Laffel and other members of the Pediatric staff. The Administrative Coordinator works collaboratively with other support staff, maintains office operations, communications, database records, budgets, invoices, and files. Provides administrative coordination for pediatric education programs for school nurses and caregivers. Supports efforts to keep all Pediatric activities functioning smoothly. 

At the current time, this position has a schedule of 4 days on-site and 1 day remote per week (if desired).

 

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

Responsibilities:
Administrative Management for the CRC

Work closely with the CRC Nurse Manager, Section Heads, and Administrative Services Manager to assure the administrative components of the department run smoothly.

Provide routine and more complex administrative support such as: directing phone calls and faxes, coordinating maintenance of office machines, taking and distributing meeting minutes, scheduling, etc.

Facilitate the monthly CRC billing process by running reports from the scheduling system and working with study teams to assure accuracy of the data before submitting to the Office of Sponsored Research for chargebacks.

Handle inventory and place orders through various vendors for CRC lab supplies, office supplies, and study teams as necessary.

Communicate and follow up with vendors to obtain quotes for special items, and track POs when needed.

Monitor patient food supplies and place orders via Instacart or BIDMC catering.

Act as the point person for communication between our DXA Technician at BIDMC and study teams at Joslin to coordinate scheduling for patient scans.

Schedule and assist with coordinating the CRC Investigators Meetings every other month.

Other duties as assigned.

 

Administrative Management for Pediatric Research

Provide administrative support for Dr. Laffel, including: managing Dr. Laffel’s schedule and calendar, making travel arrangements and compiling documents needed for on-site and off-site meetings, managing expense reimbursements, transcribing dictations, keeping accurate and updated files, composing letters, and helping with other department materials as appropriate.

Maintain department personnel files for all pediatric research personnel. Provide onboarding orientation and schedule necessary trainings for new personnel. Assist with paperwork for staff privileges for new and current staff. Act as primary contact for visiting physicians and scholars and assist with creation and management of visiting schedule and other administrative needs.

Provide other administrative support as needed, including: making travel arrangements and submitting expense reimbursements for pediatric research personnel, ordering supplies, scheduling and reserving rooms for meetings, maintaining current information for pediatric research cost centers, facilitating external requests for permission to use pediatric research surveys, and assisting with preparation of grant proposals, reports, manuscripts, and presentations.

Provide administrative coordination for pediatric education programs for school nurses and caregivers, including program advertisements, attendee registration and payments, catering, budgeting, program materials, educational grant applications, re-application to the American Nurses Association Massachusetts every 2 years for approval to provide continuing education credits, and vendor display opportunities.

Other duties as assigned.

General Administrative Management for Research

Work with the Administrative Services Manager and the admin team to organize special events and meetings as needed.

Other duties as assigned.

Qualifications:
Bachelor’s degree or equivalent work experience preferred

Prior administrative experience in a research or academic setting (strongly preferred)

Minimum 2 years of office experience - preferably in a health care setting

Computer literacy including proficiency with Microsoft Office Suite: to compose memos or correspondence, assist in the preparation of presentations, track budgets, prepare grant(s), IRB and FDA applications, patient communications, and maintain study-related records.

Strong organizational and communication skills (communicate clearly and effectively via verbal and written instruction).

Attention to detail and ability to concentrate on multiple tasks

Ability to prioritize responsibilities – through completion.

Ability to work independently and with others in the lab - to interact respectfully with other employees, professional staff and/or external contacts.

Ability to follow general instructions and procedures, as provided.

  • Research Administration Coordinator

    Found in: Resume Library US A2 - 1 week ago

    Boston, Massachusetts, United States Tufts University Full time

    Overview: The Department of Neuroscience is a basic science department that focuses on cutting-edge research in the areas of synapse development and function, sensory systems, complex behavior, cognitive neuroscience and behavioral neurobiology. The Neuroscience department is supported by funding from the federal government, private foundations, and...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Boston, Massachusetts, United States Tufts University Full time

    Overview: Tufts University School of Dental Medicine (TUSDM) offers one of the most forward-looking educational environments in dental medicine in the country. Since its founding in 1868, TUSDM has been committed to leadership in education, patient care, research, and community service. Students obtain an interdisciplinary education, integrated with...

  • Administrative Coordinator, IT

    Found in: Resume Library US A2 - 5 days ago

    Boston, Massachusetts, United States Clinton Health Access Initiative Full time

    Overview: The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.   CHAI was founded in...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Boston, Massachusetts, United States Tufts University Full time

    Overview: Tufts University School of Dental Medicine (TUSDM) offers one of the most forward-looking educational environments in dental medicine in the country. Since its founding in 1868, TUSDM has been committed to leadership in education, patient care, research, and community service. Students obtain an interdisciplinary education, integrated with...

  • Administrative Coordinator

    Found in: Appcast Linkedin GBL C2 - 17 hours ago

    Boston, United States Major Boston Hospital Full time

    My client, a prestigious Boston hospital, is currently seeking a dedicated Administrative Coordinator to provide comprehensive 1-on-1 support to a physician. In addition to general administrative duties, this position will play a vital role in training and orienting staff as required, ensuring seamless operations within the division.Responsibilities:Provide...

  • Administrative Coordinator

    Found in: beBee jobs US - 4 days ago

    Boston, Massachusetts, United States Tufts University Full time

    Overview Tufts University School of Dental Medicine (TUSDM) offers one of the most forward-looking educational environments in dental medicine in the country. Since its founding in 1868, TUSDM has been committed to leadership in education, patient care, research, and community service. Students obtain an interdisciplinary education, integrated with medicine,...

  • Administrative Coordinator

    3 weeks ago

    Boston, United States Boston Hire Full time

    Job DescriptionJob DescriptionBooming Real Estate firm located in Boston seeks an Administrative Coordinator to support the President with all his administrative needs.The role of the Office Coordinator is to assist the President with marketing support and with various day to day tasks as required. This person will interact with clients and internal staff,...

  • Administrative Coordinator II

    Found in: Resume Library US A2 - 2 weeks ago

    Worcester, Massachusetts, United States University of Massachusetts Medical School Full time

    Overview: GENERAL SUMMARY OF POSITION:  The administrative group of the RNA Therapeutics Institute collaborates to support our researchers so that they can focus on research. Making use of a wide range of experience and expertise, we provide professional and comprehensive support in management, financial and grant accounting, human resources, lab...

  • Administrative Coordinator II

    Found in: Resume Library US A2 - 2 weeks ago

    Worcester, Massachusetts, United States University of Massachusetts Medical School Full time

    Overview: GENERAL SUMMARY OF POSITION:  Under the direction of the Associate Vice Chancellor/Director or designee, the Administrative Coordinator performs complex and varied duties associated with the coordination of departmental administrative functions. Responsibilities:   MAJOR RESPONSIBILITIES: Participate in the planning and organization of all...

  • Administrative Coordinator

    2 weeks ago

    Boston, United States Boylston Staffing Full time

    Boylston Staffing is looking for a Administrative Coordinator for a University in Boston. Job Details:Will organize and implement administrative systems and procedures.Will serve as the principal source of information on unit, project, or program.Will gather and maintain data for and assist in preparing reports, often using a variety of computer...

  • Administrative Coordinator

    2 weeks ago

    Boston, United States Boylston Staffing Full time $28 - $30

    Boylston Staffing is looking for an Administrative Coordinator for a University in Boston.Job Details:Will assist the department with student grants processing, meeting/event organization, purchasing and payment submissions.  Will create reports, book events and hotels, make restaurant reservations, order supplies, prepare slides for presentations, post...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Medford, Massachusetts, United States Tufts University Full time

    Overview: The School of Engineering's undergraduate and graduate deans are here to support students, faculty, and staff. As , our leadership empowers the Tufts engineering community to improve the world through the advancement of science, technology, and engineering. What You'll Do: Under limited supervision, provides advanced administrative support and...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Medford, Massachusetts, United States Tufts University Full time

    Overview: The Department of English serves undergraduate students who are majoring and minoring in English and others taking our courses towards their BA. It also includes a graduate Ph.D. program and the First Year Writing Program, which serves the entire undergraduate population in Arts and Sciences. Our faculty includes a large number of part-time...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Medford, Massachusetts, United States Tufts University Full time

    Overview: The Tufts Latinx Center was founded in October 1993 as a space and resource for Tufts University students and community members to gather, learn, share experiences, support and appreciate Latinx identities. As one of the centers within the Division of Student Diversity and Inclusion, the Latinx Center seeks to contribute to...

  • Administrative Assistant Coordinator

    2 weeks ago

    Boston, United States Luxnannies Full time

    Job DescriptionJob DescriptionLux Nannies is seeking a detail-oriented and highly organized Administrative Assistant to join our team. The ideal candidate will be responsible for facilitating meetings and consultations, managing nannies and families, and assisting with various administrative tasks. Key responsibilities include scheduling and coordinating...

  • Administrative Coordinator

    Found in: beBee S US - 1 week ago

    Boston, United States Tufts University Full time

    Overview Tufts University School of Dental Medicine (TUSDM) offers one of the most forward-looking educational environments in dental medicine in the country. Since its founding in 1868, TUSDM has been committed to leadership in education, patient care, research, and community service. Students obtain an interdisciplinary education, integrated with medicine,...

  • Senior Administrative Coordinator

    3 days 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...

  • Patient Care Coordinator

    Found in: Resume Library US A2 - 2 weeks ago

    Boston, Massachusetts, United States Professional PT Full time

    Professional PT, a leading provider of physical, occupational, and hand therapy in the Northeast, is seeking a dedicated and compassionate individual to join our team as a Patient Care Coordinator. As a Patient Care Coordinator, you will be the first point of contact for our patients and play a vital role in providing exceptional customer service and...

  • Administrative Coordinator

    Found in: Resume Library US A2 - 5 days ago

    Somerville, Massachusetts, United States Tufts University Full time

    Overview: The Office of Institutional Research serves as the central data and analytics team for the Tufts University community. We provide accurate and timely information to stakeholders across the university, support informed planning and decision-making at all levels, and fulfill key external reporting requirements. We employ an innovative and resourceful...

  • Program Coordinator

    Found in: Resume Library US A2 - 1 day ago

    Boston, Massachusetts, United States Tufts University Full time

    Overview: The Office of Educational Affairs at Tufts University School of Medicine is primarily responsible for the medical school academic programs, curriculum design and delivery, system-wide evaluation, faculty development and educational scholarship, interaction with the offices of Student Affairs, Registrar, and Professional Degree Programs, and...