Hiring for a Senior Administrative Assistant (fully on-site role!) in Boston, MA.
On Francis St – no parking available (public transit is best option)
Schedule: M-F, either 8am-4:30pm or 8:30am-5pm
Pay Rate: $30-32/hr
Looking for someone with experience managing the didactics and weekly conference series – a lot of coordinating with fellows and outside speakers as well as with central healthcare office.
Faculty support role, MUST have experience directly supporting Physicians, Medical Directors, and overall leadership
Complex calendar management is a must- not patient-facing
- Will only use Epic to look at MD schedules
Job Summary:
The Senior Administrative Assistant provides high-level administrative support to the specific division. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the division.
Responsibilities:
- Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
- Assist in the planning and execution of special projects and events.
- Oversee office supplies inventory, ordering, and distribution.
- Arrange logistics for internal and external meetings, including room bookings and catering.
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
- Monitor project timelines and ensure deadlines are met.
- Manage and maintain assigned physicians’ CVs
- Ensure office equipment is properly maintained and serviced.
- Serve as the primary point of contact between assigned physicians and internal/external stakeholders.
- Organize and maintain office files, both electronic and physical.
- Manage and maintain assigned physicians’ schedules, including appointments, meetings, and travel arrangements.
- Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
- Prepare, review, and edit reports, presentations, and other documents.
- Coordinate with IT for technical support and equipment needs.
- Draft and distribute memos, announcements, and other communications as directed.
- Create and manage call schedules in QGenda and manage swaps and coverage gaps.
- Provide cross coverage as needed
- Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Qualifications
Level of education required:
- High School Diploma or Equivalent required or Associate’s Degree Business Administration preferred or Associate’s Degree Related Field of Study preferred
Work experience required:
- Experience in an administrative role, preferably in a healthcare setting 5-7 years required.
- Experience supporting senior-level staff 1-2 years preferred
Skills/Abilities/Competencies
- Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook)
- Excellent verbal and written communication skills. Strong organizational and multitasking abilities.
- Ability to work independently with minimal supervision.
- Strong attention to detail and problem-solving skills.
- Familiarity with hospital administration processes and healthcare regulations.
- Professional demeanor and ability to interact effectively with all levels of staff.
How to apply.
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