Senior Administrative Coordinator, Center Digestive Disorders; part time

Position
:
Senior Administrative Coordinator, Center for Digestive Disorders

Location
:
Boston, MA

Schedule
: 24 hours per week, On-site

POSITION SUMMARY:

The Senior Administrative Coordinator serves as the key support for the assigned department(s), including, but not limited to: collecting quality data, scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents, reports and presentation slides. Works autonomously, sets priorities and makes independent decisions of a complex nature. Monitors department budget, orders supplies, sets up conference rooms. Provides ongoing special project support to ensure regulatory compliance.

JOB RESPONSIBILITIES:

• Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner.

• Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
• Provides administrative support to the assigned department(s), including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
• Independently compos[e] high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
• Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed).
• Prepares meeting agenda; prepares/distributes materials for meetings. Takes and prepares meeting minutes.
• Makes registration and travel arrangements, including hotel reservations. Provides written itineraries for all travel plans.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

Departmental Services:

• Provide support for M.Ds and/or senior management as necessary.
• Assists in the implementation of the fellowship recruitment plan and time line. Mails out applications and coordinates applicants for interview appointments, files and tracks completed applications.
• Coordinates interview schedules and detailed itineraries. Responsible for the management, planning, and coordination of tours, luncheons, meetings, and site visits.
• Tracks all data, correspondence, committee and administrative operations related to the department and associated committees.
• Provides research and administrative support for special projects, preparing grant proposals, processing background checks for potential new hires and follow-up on projects.

Other:

• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party.

• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Manages purchasing, invoices and accounts payable for the department. Manages subscriptions. Assists the Principal Investigator with monitoring departmental budget and account…