Academic Administrative Assistant

Hiring for an Academic Administrative Assistant for an 8 month contract.

Pay: $25-27/hr (based on expereience)
Schedule: Monday-Friday 8:30-5.

Administrative Assistant and Clerk Coordinator experience required
• Bachelor’s degree preferred.
• Minimum of 5-8 years related administrative work experience required – academic healthcare preferred • Advanced skills with Microsoft applications which may include Outlook 365, Word, Excel, PowerPoint or Access and other web-based applications.

May produce complex documents, perform analysis and maintain databases. This position provides high-level administrative and operational support to the Chief Administrative Officer (CAO) of the Neurology Department ) and oversees the end-to-end coordination of the Harvard Medical School (HMS) Neurology Clerkship in partnership with a physician leader. The ideal candidate is highly organized, proactive, accountable, possesses strong written and verbal communication skills, and is comfortable working across a variety of stakeholders within a fast-paced academic medical environment.
Core Responsibilities
• Provide high-level administrative and operational support to the Chief Administrative Officer (CAO) of Neurology, including task prioritization, calendar support, supporting long term planning initiatives, coordination of presentation materials, and anticipating departmental needs.
• Serves as payroll delegate for CAO as and all scientific investigators (once/week 80-100 timesheets)
• Track and manage ongoing department projects creating agendas, meeting minutes, documenting and tracking assignment of duties, and deadline adherence across a variety of stakeholders.
• Serve as the primary administrative point of contact to facilitate Neurology faculty recruiting, onboarding, offboarding, and status transitions to include of posting positions, drafting offers, securing needed signatures, hiring onto the needed HR systems, and tracking credentialing, and payer enrollment across multiple locations.
• Coordinate physician onboarding logistics across company, HMFP, and affiliate sites, including IS access, badge access. Collaborate with clinical managers and Division Chiefs around tracking space, administrative support, scheduling and orientation planning.
• Coordinate Departmental office space planning and moves, including inventory tracking, facilities requests, furniture ordering, mover coordination, invoice processing, and communication with faculty and facilities teams. • Annually (Oct-Dec only) manage departmental compliance tracking for faculty and staff, including flu vaccination, fit testing, module training requirements, and related reporting.
• Maintain and organize shared departmental resources (OneDrive/SharePoint), ensuring accurate documentation and appropriate access. • Assist with academic and faculty administrative tasks, including academic rank reconciliation, appointment tracking, and coordination with HMS and HMFP. Clerkship Coordinator Core Responsibilities • Coordinate the end-to-end logistics supporting medical school rotations to include 4–6 students per month.
• Manage student onboarding requirements, including Workday contingent worker processes , EOHS clearance, Epic training coordination, IT access, and badge verification.
• Serve as the primary point of contact for HMS students throughout their rotation to include orientation, onboarding, schedule design, logistics and space management, communication to both learners and preceptors, and day to day needs
• Maintain the clerkship Canvas course, including announcements, assignments, quizzes, and educational materials.
• Manage student evaluations using HMS systems (OASIS and BLUE), including assigning evaluations, tracking completion, and sending reminders to faculty and residents.
• Coordinate mid-rotation and end-of-rotation feedback sessions between students and faculty.
• Ensure compliance with HMS academic calendars, policies, and evaluation deadlines while maintaining organized clerkship documentation and trackers. 

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