Senior Administrative Coordinator, Center for Digestive Disorders

Boston Medical Center•Boston, MA

3d•Onsite

About The Position

The Senior Administrative Coordinator provides key administrative and project support to the Center for Digestive Disorders, helping the department operate effectively, efficiently, and professionally. The role works autonomously, sets priorities, and makes independent decisions on complex matters. It supports physicians and senior management as needed and serves as the department’s administrative expert on compliance policies and procedures. The coordinator oversees projects, gathers and tracks deliverables, reviews project status and budget information, and raises concerns or recommends actions. Administrative duties include managing calendars, scheduling appointments and meetings, preparing and proofreading correspondence and reports, taking meeting minutes, coordinating travel, and handling office operations. The role also supports fellowship recruitment, applicant interviews, tours, luncheons, site visits, research and special projects, and grant proposals. The position manages purchasing, invoices, accounts payable, subscriptions, supply and equipment inventory, and departmental budget tracking in coordination with the Principal Investigator. It also maintains department coverage and staff-hours and leave records, and submits timesheets as authorized. The position is on-site in Boston, Massachusetts, and is scheduled for 24 hours per week.

Requirements

High school diploma or GED and at least 7 years of relevant experience, or an associate degree and at least 5 years of relevant experience, or a bachelor’s degree and at least 3 years of relevant experience.
Superior verbal and written English communication skills, including excellent grammar, editing, and proofreading skills.
High proficiency with Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook, and with web browsers.
Ability to work independently and prioritize work assignments effectively.
Excellent interpersonal skills, including the ability to handle and relay confidential information, communicate policies and procedures, and interact effectively with Medical Center personnel and outside personnel.
Strong problem-solving skills and demonstrated ability to work with confidential information.

Responsibilities

Provide key administrative support to the assigned department and help ensure effective, efficient, and professional operations.
Oversee and coordinate projects, gather deliverables, track and analyze progress, and raise concerns or make recommendations regarding project status, issues, budgets, and plans.
Act as a liaison between departments and make independent decisions to support adherence to quality procedures.
Schedule appointments and meetings; take notes and minutes; follow up on meeting-generated tasks; and prepare documents, spreadsheets, reports, and presentation slides.
Compose, edit, and proofread correspondence and other written materials, and verify data before documents and reports are submitted or distributed.
Maintain departmental calendars and prevent scheduling conflicts.
Organize meetings and committees, including reserving rooms, sending and tracking invitations, arranging food and beverage and vendor payment, setting up equipment, preparing agendas, and distributing materials.
Make registration and travel arrangements, including hotel reservations, and prepare written travel itineraries.
Perform office duties such as handling mail and faxes, scanning, filing, photocopying, collating materials, maintaining policy manuals, and distributing office supplies.
Support physicians and senior management as needed.
Assist with fellowship recruitment, including mailing applications, tracking completed applications, coordinating interview appointments, and preparing interview schedules and itineraries.
Plan and coordinate tours, luncheons, meetings, and site visits.
Track departmental and committee data, correspondence, and administrative operations.
Provide research and administrative support for special projects, grant proposals, background checks for potential hires, and project follow-up.
Handle telephone calls professionally, determine their nature, and forward accurate messages promptly to the appropriate person.
Handle sensitive and confidential communications discreetly and exercise independent judgment on matters significant to the department and institution.
Serve as the department’s administrative expert on compliance policies and departmental procedures.
Manage purchasing, invoices, accounts payable, subscriptions, office-supply and equipment inventory, and supply purchases within established budgets.
Assist the Principal Investigator with monitoring departmental budgets and account balances, supporting managers in staying within approved budgets, and documenting approved variances.
Keep office equipment in working order and contact IT or service providers for repairs or replacements.
Maintain the monthly department coverage schedule and records of staff hours, leave, and vacation or sick time.
Submit weekly timesheets to the manager and, when authorized by the Director, submit timesheets to Payroll.