Senior Administrative Assistant
Job ID: BH394221
Category: Administrative Assistant
Job Title: Senior Administrative Assistant
A reputable healthcare provider in the Boston area is looking for an experienced, tech-savvy, Senior Administrative Assistant to join their team and provide administrative support to the Director of the Asthma Research Center at their hospital.
- Bachelor’s Degree
- 3+ years of secretarial or administrative experience w/strong calendar management skills
- Expert Level Proficiency with MS Outlook and MS PowerPoint
- Healthcare Experience
Under minimal supervision, and within established departmental and hospital policies and procedures, provide administrative support to the Director of the Asthma Research Center (ARC), and, when necessary, ARC research fellows and study coordinators. Administrative responsibilities include organizing PIs schedule, establishing and maintaining administrative systems, preparing correspondence, coordinating travel arrangements, prioritizing, and handling email and phone contacts, including independent handling of such contacts and development of initial responses to such contacts, developing budgets, initiating, and tracking reimbursements, and managing special projects. This position requires the ability to manage and prioritize a variety of tasks simultaneously. The successful candidate will exhibit excellent interpersonal skills, excellent oral and written communication skills, and careful attention to detail. This position also requires an understanding of clinical research protocols.
PRINCIPLE DUTIES AND RESPONSIBILITIES
1. Coordinates the administrative activities for the Director of the ARC Responsibilities include managing correspondence, manuscripts, and grants, providing editorial assistance, proofreading, and drafting correspondence on behalf of PI. Additional responsibilities include preparing slides, arranging speaker’s schedules, obtaining materials for distribution for lectures, coordinating external speaker arrangements, etc. Maintain physician’s daily schedule and works with Center for Chest Diseases and ARC to coordinate physician’s activities including outpatient care responsibilities, triage phone calls, and minimize duplication of effort.
2. Serve as first point of contact for all incoming and outgoing communication, (specifically, high volume of email). Responsible for screening, evaluating level of importance of communication, sorting and flagging accordingly, for PIs attention. Prepare and/or draft initial responses to email communication, track responses from contacts, and initiate reminders for materials/information critical to PIs decision-making process for multiple projects with minimal supervision. Handles routine requests for information, meetings, etc., without supervision.
3. Serves as the administrative interface between the Director and ARC
a. Working closely with and acting as resource to Lab Manager, and Scientific Operations Manager (ARC) and ARC staff to assist with the administrative functions of the ARC.
b. Initiate and track all accounts payable activity for the administrative office and ARC. Communicate regularly with AP staff, and Research Administrator regarding any payment issues.
c. Maintain personnel files on ARC staff (Lab Manager, Scientific Operations Manager, 2 research fellows, 7 coordinators. Includes initiating and approving weekly payroll and tracking time off requests.
d. Attends ARC lab meetings – Develops minutes and action items and notifies staff of action items
e. Manages special projects related to the administrative office of Principal Investigator, and administration of the ARC (e.g., streamlining processes and procedures in the ARC).
4. Maintain complex schedule for Principal Investigator, initiating meetings, taking minutes, coordinating meeting logistics, including booking conference rooms, coordinating with clinical secretaries to ensure clinic is adjusted accordingly, preparing meeting folders for each day, ensure meeting related materials are in meeting folders; initiating reminders for meeting participants (larger groups). Adjust schedule as necessary, requiring previewing two to three weeks in advance.
5. Administrative interface for PIs duties as Director of the Pulmonary Function Laboratory
a. Coordinate’s meetings
b. Attend’s meetings, develops minutes and action items and notifies individuals concerning action items and f/u
6. Communicates via telephone and in person with professional and administrative staff of other hospitals, HMS, medical societies, and private organizations to exchange routine factual as well as privileged information.
7. Initiate travel arrangements for Principal Investigator and, when necessary, all ARC staff (ARC work requires significant travel) which includes air, ground, and hotel accommodations. Maintain travel files for each trip and screens and submits reimbursements.
8. Tracks budgets on PIs special accounts
a. Reviews and cross-checks all spending on accounts
9. Interfaces with Donors and NIH officials
10. Appropriately handles patient and clinical matters with referral to appropriate resources in the Center for Chest Disease
11. May also perform a variety of other office duties to support activities within the Pulmonary and Critical Care Division.
• Bachelor’s degree required.
• Minimum of three years’ experience in an increasingly responsible secretarial or administrative assistant position.
• Ability to use Outlook and PowerPoint at highest competency level
• Ability to use basic Excel functionality
• Ability to use reference manager software
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.