Senior Administrative Coordinator

POSITION SUMMARY:

Under the general supervision of the Administrative Director and Administrative Manager, provides complex level of administrative support in preparation and completion of all administrative duties and department projects and initiatives in the Section of Hematology and Medical Oncology. Responsible for all aspects of office operations, including but not limited to managing calendars of senior leaders, scheduling meetings and lectures, managing travel arrangements, creating candidate itineraries, and providing administrative support to clinical and research faculty. 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. Assists with new hire faculty recruitment, onboarding, credentialing, licensing, and other personnel related items. Other duties as assigned. The Section of Hematology and Medical Oncology at Boston University and Boston Medical Center 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 Senior Administrative Coordinator will be responsible for various aspects of operations, ensuring the department operates in an effective, efficient, and professional manner.

Position: Senior Administrative Coordinator       

Department: Hematology/Oncology Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• 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
• Must be able to maintain strict protocols of all confidential or sensitive information.

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.

Equal Opportunity Employer/Disabled/Veterans