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Administrative Assistant

Location: Boston, MA
Post Date: 4/2/2020
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Performs a variety of administrative and office support activities to ensure proper functioning of Infectious Diseases. Duties may include, but are not limited to: manage calendars, handle communication, process invoices and personal reimbursements, purchase research and administrative supplies, create spreadsheets, prepare presentation slides, organize office moves, download financial reports, data entry, distribute documents to faculty & staff, facilitate meetings and conferences, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative & Office Support

  • Provide assistance to visitors, patients, faculty and employees in a professional and courteous manner. Acts as a liaison with other departments to ensure efficient communication and timely response to inquiries concerning employee or patient issues.
  • Responsible for screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
  • Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
  • Perform data entry, create and maintain databases; develop related tables and charts.
  • Assist the Administrative Director and Grants Administrators with coordinating confidential personnel-related matters, including but not limited to reimbursement requests, travel arrangements, etc.
  • Coordinate travel and hotel arrangements for faculty and staff. May include communicating travel policy information to traveler if expenses will be reimbursed from a sponsored account.
  • Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
  • Communicate facility and housekeeping issues to appropriate department
  • Assist research labs with ordering and follow-up.
  • Orient and provide training and supervision to volunteers and student interns.
  • Process incoming and out-going mail, including packages.
  • Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
  • Provide administrative support to faculty and key departmental leadership including, but not limited to: scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, updating webpage, etc.
  • Must maintain departmental files up-to-date, while ensuring all confidentiality protocols.

Other duties

  • Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
  • Provide general clerical support including: filing, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
  • Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
  • Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
  • Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
  • Follow established hospital infection control and safety procedures.
  • Perform other duties as assigned or as necessary.

Must adhere to all of BMC's RESPECT behavioral standards.

EDUCATION/EXPERIENCE: Minimum of an Associate's degree (or equivalent) in Business Administration, Business Management (or related field) plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience). Bachelor's degree desirable.

KNOWLEDGE/SKILLS:

  • Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
  • Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
  • Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
  • Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.
  • Strong problem solving skills.
  • Proven ability to maintain strict confidentiality of all personal/health sensitive information.

Req ID: 14819

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