Administrative Assistant

Published May 10th, 2024

Hiring for a Senior Administrative Assistant with a healthcare facility in Boston, MA.
M-F 8:30AM-5PM 40 hours/week
Pay rate: $30/hr

Minimum of 3 years recent senior Administrative Assistant experience in a large organization required.

Senior Administrative Coordinator

The section of Hematology and Medical Oncology is seeking a senior administrative assistant. The section of Hematology and Medical Oncology is a rapidly expanding and innovative academic and clinical department that includes over 50 faculty members and over 100 staff, with a mission to provide high-level clinical care and lead research that reflects a diverse patient population. The position will provide direct administrative support to the section chief and the administrative director. They will be responsible for various aspects of operations, ensuring the department operates in an effective, efficient, and professional manner. Specific duties include:
• Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasks
• Responds to inquiries; triages and routes calls on behalf of the section chief and administrative director
• Independently composes high level correspondence, documentation, and presentations of professional quality
• Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution
• Coordinates specific projects; providing leadership in project management
• Acts as liaison between departments and makes independent decisions
• Maintains departmental calendars and calendars for the section chief and administrative director
• Organizes and coordinates departmental meetings or committees, including reserving conference rooms, setting up room equipment and procuring food and beverage if necessary
• Makes registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters
• 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. Ensures 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

Minimum Qualifications:

• Bachelor’s Degree or equivalent combination of training and experience.
• Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.
• Prior experience in the field of Bioethics highly preferable


Administrative/Data Collection
• Schedule Ethics Committee events including monthly committee meetings, working groups, ethics grand rounds and ethics consultations
• Manage to-do lists, projects and deliverables, ensuring constant follow up, and adaptability to evolving plans/priorities
• Data collection and analysis (track consults & outcomes; draw conclusions and make recommendations for process improvement and/or learning opportunities)
• Work with IT to develop automated reports when necessary

Educational Programming
• Help team prepare for various departmental presentations (includes brainstorming topics, identifying key stakeholders, scheduling prep mtgs, conducting research/literature review, assisting in slide creation, tracking feedback, etc)
o Quarterly Grand Rounds, HMSCBE presentations/lectures
o Ethics Consult Team: development and execution of clinical ethics training curriculum (monthly meetings)
o Ethics Educational Outreach: development and execution of ongoing educational opportunities (e.g. unit based ethics rounds)

Monthly Meeting Organization
• Works with Directors/co-chairs to develop monthly meeting agendas
• Coordinates internal meetings, including all associated activities (booking conference rooms, preparing documents, lining up guest speakers, arranging for refreshments, managing AV requirements, taking minutes, following up on meeting-generated tasks, etc as needed.)
• Ensures that minutes and other written documents are professional and accurate

Misc Projects as needed
• Participate in ethics consultations
• Manage recruitment process (source resumes, arrange phone screens, coordinate in-person interviews, complete all necessary paperwork, serve as primary point of contact with candidates, etc)
• Help manage various grant/pilot projects & poster presentations
• Support team whenever necessary

• Outstanding written/verbal communication skills
• Excellent attention to detail
• Excellent interpersonal skills
• Multi-tasking/time management skills
• Ability to anticipate needs and see opportunities to assist without waiting for direction
• Critical thinking / problem solving skills
• Accountability
• Adaptability
• Desire to always keep learning and improving
• Teamwork-orientation
• Interest in working at a mission driven organization
• Non-profit, healthcare or start-up experience is a plus
A solid working knowledge of MS Word, Outlook, and Excel and database management


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