DescriptionJob Id: 64343Senior Administrative Coordinator
Our client is seeking a Senior Administrative Assistant to join their team onsite in Boston, MA. The position will provide direct administrative support to the section chief and the administrative director. They will be responsible for various aspects of operations, ensuring the department operates in an effective, efficient, and professional manner.
Senior Administrative Coordinator Responsibilities
Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasks.
Responds to inquiries; triages and routes calls on behalf of the section chief and administrative director.
Independently composes high level correspondence, documentation, and presentations of professional quality.
Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
Coordinates specific projects; providing leadership in project management.
Acts as liaison between departments and makes independent decisions.
Maintains departmental calendars and calendars for the section chief and administrative director.
Organizes and coordinates departmental meetings or committees, including reserving conference rooms, setting up room equipment and procuring food and beverage if necessary.
Makes registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.
Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
Assists with the coordination of the academic appointments and promotions process for faculty within the Section. Provides assistance completing various forms required to complete packets for submission. Ensures the process is complete and appropriate deadlines are met while keeping current on the evolving process.
May perform additional office related duties as required by the section chief and administrative director.
Administrative/Data Collection:
Schedule Ethics Committee events including monthly committee meetings, working groups, ethics grand rounds and ethics consultations.
Manage to-do lists, projects and deliverables, ensuring constant follow up, and adaptability to evolving plans/priorities.
Data collection and analysis (track consults & outcomes; draw conclusions and make recommendations for process improvement and/or learning opportunities).
Work with IT to develop automated reports when necessary.
Educational Programming:
Help team prepare for various departmental presentations (includes brainstorming topics, identifying key stakeholders, scheduling prep mtgs, conducting research/literature review, assisting in slide creation, tracking feedback, etc.).
Quarterly Grand Rounds, HMSCBE presentations/lectures.
Ethics Consult Team: development and execution of clinical ethics training curriculum (monthly meetings).
Ethics Educational Outreach: development and execution of ongoing educational opportunities (e.g. unit based ethics rounds).
Monthly Meeting Organization:
Works with Directors/co-chairs to develop monthly meeting agendas.
Coordinates internal meetings, including all associated activities (booking conference rooms, preparing documents, lining up guest speakers, arranging for refreshments, managing AV requirements, taking minutes, following up on meeting-generated tasks, etc. as needed.)
Ensures that minutes and other written documents are professional and accurate.
Misc. Projects As Needed:
Participate in ethics consultations..
Manage recruitment process (source resumes, arrange phone screens, coordinate in-person interviews, complete all necessary paperwork, serve as primary point of contact with candidates, etc.).
Help manage various grant/pilot projects & poster presentations.
Support team whenever necessary.
Senior Administrative Coordinator Qualifications
Bachelor's Degree or equivalent combination of training and experience.
Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.
Prior experience in the field of Bioethics highly preferable.
Key Competencies
Outstanding written/verbal communication skills.
Excellent attention to detail.
Excellent interpersonal skills.
Multi-tasking/time management skills.
Ability to anticipate needs and see opportunities to assist without waiting for direction.
Critical thinking / problem solving skills.
Accountability.
Adaptability.
Desire to always keep learning and improving.
Teamwork-orientation.
Interest in working at a mission driven organization.
Non-profit, healthcare or start-up experience is a plus.
A solid working knowledge of MS Word, Outlook, and Excel and database management.
Salary: $25-$31/hr. (DOE) Benefits
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.About VanderHouwen
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.
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