Senior Administrative Coordinator

BMC Software • Boston, MA

1d • $50,000 - $70,000

About The Position

Performs complex administrative duties in preparation and completion of all fiscal and administrative projects. Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items. Serves as the resident expert on department policies & procedures.
JOB REQUIREMENTS
General Functions
Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner. Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan. Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures. Provides administrative support to the assigned department(s), including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides. Works closely with Senior Manager to develop and implement measures to improve efficiency in department operations. Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, floating to other areas, adjusting assignments, etc. as directed by manager and/or supervisor. Independently composes high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution. Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts. Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed). Prepares meeting agenda; prepares and distributes information packages required for meetings. Takes and prepares minutes of meetings. Ensures that minutes and other written documents are professional and accurate. Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party. Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution. Serves as the department administrative expert with regards to compliance policies & departmental procedures. Manages purchasing, invoices and accounts payable for the department. Manages subscriptions. Assists the Principal Investigator with monitoring departmental budget and account balances, helping managers to stay within approved budgets, and documenting all approved variances. Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements. Maintains the departmental intranet page, employee directory and SharePoint sites. Works with stakeholders to gather data and information. Ensures material is updated in a timely fashion. May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

Requirements

• Bachelor's Degree or equivalent combination of training and experience.
• Minimum 3 years' experience in medical or healthcare institutions, ideally in academic medicine.
• Requires a significant level of analytical ability to develop and analyze budgets and to develop related justification.
• Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail.
• Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor for favorable "first impression".
• Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds, including influential people.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Must be able to maintain strict protocols of all confidential or sensitive information

Nice To Haves

• Experience with statistical analysis tools a plus.

Responsibilities

• Performs complex administrative duties in preparation and completion of all fiscal and administrative projects.
• Responsible for all aspects of office operations including preparation of presentations, spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.
• Serves as the resident expert on department policies & procedures.
• Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner.
• Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
• Provides administrative support to the assigned department(s), including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides.
• Works closely with Senior Manager to develop and implement measures to improve efficiency in department operations.
• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, floating to other areas, adjusting assignments, etc. as directed by manager and/or supervisor.
• Independently composes high level correspondence and documentation of professional quality.
• Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
• Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment.
• Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed).
• Prepares meeting agenda; prepares and distributes information packages required for meetings.
• Takes and prepares minutes of meetings.
• Ensures that minutes and other written documents are professional and accurate.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
• Assures that all messages are accurate and forwarded promptly to the appropriate party.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Manages purchasing, invoices and accounts payable for the department.
• Manages subscriptions.
• Assists the Principal Investigator with monitoring departmental budget and account balances, helping managers to stay within approved budgets, and documenting all approved variances.
• Monitors and maintains inventory of office supplies and equipment.
• Purchases supplies as needed and stays within established budget.
• Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Maintains the departmental intranet page, employee directory and SharePoint sites.
• Works with stakeholders to gather data and information.
• Ensures material is updated in a timely fashion.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

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
• Number of Employees: 501-1,000 employees