Senior Administrative Assistant

Senior Administrative Assistant

Department of Radiation Oncology: The Senior Administrative Assistant will support all the administrative and academic needs of the Radiation Oncology physician group. The Senior Administrative Assistant will be responsible for handling multiple calendars and schedules, coordinating meetings and conferences, recording minutes at meetings, providing general secretarial support and office management, and working on projects defined by the Administrative Manager, Administrative Director, Clinical Director, and/or Executive Director.

Key Responsibilities

Calendar & Scheduling Management

• Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
• Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
• Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.

Meeting & Conference Coordination

• Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
• Prepare agendas, materials, and record meeting minutes
• Coordinate travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement

Academic & Faculty Support

• Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
• Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail

Operational & Administrative Support

• Support physician onboarding, reappointment, and competency tracking processes
• Coordinate departmental visitors, including onboarding logistics (badging, access)
• Order and manage office supplies and equipment (e.g., phones, pagers, lab coats)
• Maintain physician administrative office space and submit maintenance requests

Technology & Systems Support

• Assist in triaging basic IT issues and escalate as appropriate
• Support updates to departmental websites and shared resources

General Support

• Collaborate with administrative team to ensure coverage across physician groups
• Participate in special projects and initiatives as assigned

Skills / Competencies

• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities and work independently
• Strong interpersonal skills with ability to engage professionally across all levels
• Demonstrated ability to handle confidential information
• Proactive approach to problem-solving and workflow management
• Ability to adapt to changing priorities in a dynamic environment

Working Conditions

• Hybrid role with both on-site at BWH (Longwood Medical Area) primarily and potentially other MGB Radiation Oncology sites as needed and remote work

Remote Type: Hybrid

Work Location: 45 Francis Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

Pay Range: $20.84 - $29.79/Hourly

Grade: 4