Job Openings

Sr Administrative Assistant

Job ID: BH415513

Category: Administrative Assistant

Specialty: Administrative

Job Title: Senior Administrative Assistant

Must Haves:

  • Associate’s Degree
  • 2+ years of Administrative Experience
  • Microsoft Office Suite and Outlook

Preferred:

  • Bachelor’s Degree
  • Healthcare Administration or Higher Education Administration Experience

Job Summary:

Reporting to the Executive Director, the incumbent will provide administrative support to senior leadership and multiple directors within the Department of Biomedical Engineering. This position requires excellent organizational, interpersonal, and communication skills. The candidate should also possess exceptional attention to detail, and exercise discretion in managing high-level, confidential matters.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  •       Tracks, enters and reports department employees’ weekly hours through Kronos; maintains department schedule for vacations and summer hours program
  •        Prepares and tracks expense reports
  •        Organizes and manages office supplies and equipment; ensures all equipment is in working order and arranges for repairs
  •        Processes and tracks purchase orders, invoices, check requests, reimbursements, petty cash vouchers, and other transactions
  •        Assists in the preparation for new employee arrivals, including office/cube preparation, IDs, security, computer set-up; manages scheduling for new hire orientation program
  •        Assists with correspondence, filing, telephone coverage, routing routine mail and other administrative activities
  •        Serves as a central departmental troubleshooting resource on IT related issues
  •        Provides back-up coverage for other senior executives within BH Administration
  •        Other ad hoc administrative projects as assigned

QUALIFICATIONS:

  •       Associate's required. As well as demonstrated expert level of computer knowledge.
  •       2-3 years of relevant administrative experience required; experience in a healthcare setting preferred.
  •       Exhibits exceptional judgment and discretion in interacting with Hospital and Department leadership on sensitive financial, political, and confidential issues. 
  •       Previous financial responsibilities preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  •     Strong verbal and written communication skills
  •     Must possess excellent interpersonal and communication skills with excellent attention to detail and follow-through
  •     Professional demeanor – high level of diplomacy and discretion
  •     Must have high emotional intelligence
  •     Must have a strong customer service orientation
  •     Must have strong problem solving and organizational skills
  •     Must be flexible and willing to take initiative
  •     Must be able to work independently to complete projects and ad-hoc assignments
  •     Must be able to function effectively in a fast-paced environment, organize and prioritize work, and meet deadlines; demonstrated ability to navigate complex system to complete work

WORKING CONDITIONS:

  • Busy medical office environment. Collaboration with and support of psychiatric team, minimal direct patient interaction, and some interaction with staff in other hospital departments.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Boston, Massachusetts