Senior Admin Assistant

Job Title:

Sr Administrative Assistant

Job Description

The Sr. Administrative Assistant provides comprehensive administrative, clerical, and executive support to a hospital department, ensuring efficient office operations and strict adherence to organizational policies. This role manages sensitive administrative and financial information, supports budget and reporting activities, and coordinates a variety of educational and training programs. The Healthcare Administrator also delivers high-level executive assistance, including calendar management, meeting coordination, and travel arrangements, while serving as a central point of contact for internal and external stakeholders.

Responsibilities

+ Coordinate and oversee administrative, clerical, and secretarial support functions for the department to ensure smooth and efficient office operations.

+ Ensure all departmental administrative activities comply with hospital policies, procedures, and standards.

+ Maintain departmental records, databases, spreadsheets, and reporting systems, including sensitive administrative and financial information.

+ Assist with budget monitoring, including tracking expenditures, reconciling expenses, and supporting financial reporting and data analysis.

+ Support grant-related activities by assisting with application preparation, documentation, and reporting requirements.

+ Handle daily departmental operations such as payroll processing, personnel documentation, purchase orders, payment requests, and regulatory reporting.

+ Coordinate fellowship, residency, training grant, and other educational programs, including tracking applications, scheduling interviews, and supporting credentialing and licensure processes.

+ Plan and manage logistics for meetings, seminars, conferences, and special events, including scheduling, room reservations, materials preparation, registration management, and expense tracking.

+ Provide executive-level administrative support by managing calendars, scheduling meetings, and coordinating travel arrangements for department leadership.

+ Prepare agendas, compile meeting materials, and ensure timely distribution of documents to participants.

+ Oversee office supply inventory, including ordering, tracking, and maintaining adequate stock to support departmental needs.

+ Coordinate maintenance and repair of office equipment and liaise with vendors and service providers as needed.

+ Prepare, proofread, edit, and distribute correspondence, reports, presentations, and other administrative, clinical, research, and financial documents.

+ Deliver professional and responsive customer service to internal and external stakeholders, including staff, clinicians, trainees, and partners.

+ Collaborate with talent acquisition and operations teams as needed, including supporting recruitment-related administrative tasks.

Essential Skills

+ Previous experience as an executive assistant or in a similar executive administrative support role.

+ Strong data entry skills with high attention to accuracy and detail.

+ Demonstrated experience providing executive support, including calendar management and meeting coordination.

+ Proficiency in Microsoft Office, including Outlook, Word, and Excel.

+

Experience with calendar management and complex scheduling for leadership and teams.

+ Proven administrative assistance experience in a professional office environment.

+ Strong customer service skills and the ability to interact professionally with a wide range of stakeholders.

+ Polished written and verbal communication skills and professional interaction style.

+ Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

+ Comfort working within healthcare or hospital settings.

+ Willingness and ability to travel on-site to the office as needed, based on operational requirements.

Additional

Skills & Qualifications

+ Peoplesoft experience is helpful, with willingness to complete an eProcurement training class.

+ Experience supporting talent acquisition or recruitment operations.

+ Experience in healthcare administration, hospital administration, or a related administrative field.

+ Experience coordinating educational programs such as fellowships, residencies, or training grants.

+ Familiarity with financial processes such as budget monitoring, expense reconciliation, and financial reporting.

+ Experience preparing and formatting professional correspondence, reports, and presentations.

+ Ability to handle sensitive and confidential administrative and financial information with discretion.

+ Comfort working in a hybrid environment that combines remote work with on-site responsibilities.

Work Environment

This role operates in a professional business office setting within a hospital environment when not working remotely. The position follows a hybrid schedule, typically requiring on-site presence at the office in Boston one to two days per week, with additional on-site visits as needed based on operational direction. The work involves…