Office Manager & Assistant to the Radiology Leadership

BMC Software • Boston, MA

2d

About The Position

POSITION SUMMARY: The Office Manager / Assistant provides high-level administrative and operational support to the System Senior Director of Radiology and Radiation Oncology. This role is responsible for ensuring the efficient and effective functioning of the assigned department through a broad range of complex administrative, fiscal, and office management activities. The position requires a high degree of professionalism, discretion, resourcefulness, flexibility, sound judgment, and the ability to work independently while handling sensitive and confidential information. Position: Office Manager & Assistant to the Radiology Leadership Department: Radiology Administration Schedule: Full Time ESSENTIAL RESPONSIBILITIES / DUTIES: Administrative & Executive Support Performs a wide variety of administrative and office support activities to ensure the smooth operation of the department. Manages complex calendars, schedules meetings, coordinates logistics, and prioritizes competing demands. Prepares, edits, proofreads, and distributes correspondence, reports, presentations, spreadsheets, charts, and other documents. Creates and maintains documents, databases, and tracking systems; updates and manages departmental records and contract databases. Prepares presentation materials, including slides and supporting documentation, for leadership and departmental meetings. Takes minutes at meetings, tracks follow-up items, and ensures timely completion of action items. Office Operations & Fiscal Support Oversees all aspects of office operations, including maintaining office inventory, ordering supplies, and managing requisitions. Performs complex administrative duties related to fiscal and administrative projects, including time reporting and tracking operating and capital expenditures. Partners with the Risk Management and Quality to ensure that processes, policies, procedures, and metrics are properly executed, tracked, and met within the Department of Radiology Accountable for physician scheduling management to ensure coverage needs are met. Performs other duties as assigned Sorts and distributes mail; triages, routes, and responds to calls and inquiries in a professional and timely manner. Personnel & Departmental Support Assists with new hire processing and other personnel-related activities, including onboarding coordination and documentation. Provides administrative support related to departmental staffing and personnel matters as assigned. Interfaces effectively with internal management, faculty, staff, and external clients, vendors, and partners. (The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

Requirements

• Associate’s degree in business administration, business Management, healthcare management, or a related field required.
• 2–5 years of experience in an administrative role preferred
• Demonstrated experience coordinating projects and supporting senior-level leadership.
• Strong organizational skills with exceptional attention to detail and the ability to manage time and priorities effectively.
• Excellent interpersonal, verbal, and written communication skills, including superior grammar, editing, and proofreading abilities.
• Ability to communicate effectively and professionally with all levels of internal staff and external contacts.
• Proven ability to exercise discretion and maintain confidentiality of sensitive information.
• Strong problem-solving skills and the ability to take initiative and work independently.
• Flexibility and adaptability in a fast-paced, complex healthcare environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook, as well as web browsers

Nice To Haves

• Bachelor's degree preferred.
• Previous supervisory experience preferred

Responsibilities

• Performs a wide variety of administrative and office support activities to ensure the smooth operation of the department.
• Manages complex calendars, schedules meetings, coordinates logistics, and prioritizes competing demands.
• Prepares, edits, proofreads, and distributes correspondence, reports, presentations, spreadsheets, charts, and other documents.
• Creates and maintains documents, databases, and tracking systems; updates and manages departmental records and contract databases.
• Prepares presentation materials, including slides and supporting documentation, for leadership and departmental meetings.
• Takes minutes at meetings, tracks follow-up items, and ensures timely completion of action items.
• Oversees all aspects of office operations, including maintaining office inventory, ordering supplies, and managing requisitions.
• Performs complex administrative duties related to fiscal and administrative projects, including time reporting and tracking operating and capital expenditures.
• Partners with the Risk Management and Quality to ensure that processes, policies, procedures, and metrics are properly executed, tracked, and met within the Department of Radiology
• Accountable for physician scheduling management to ensure coverage needs are met.
• Performs other duties as assigned
• Sorts and distributes mail; triages, routes, and responds to calls and inquiries in a professional and timely manner.
• Assists with new hire processing and other personnel-related activities, including onboarding coordination and documentation.
• Provides administrative support related to departmental staffing and personnel matters as assigned.
• Interfaces effectively with internal management, faculty, staff, and external clients, vendors, and partners.

Benefits

• BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees