Administrative Assistant

Senior Administrative Coordinator Hematology/Oncology Research

The Section of Hematology and Medical Oncology at Boston University and Boston Medical Center is seeking a Senior Administrative Coordinator. The Section of Hematology and Medical Oncology at Boston University Chobanian & Avedisian School of Medicine and Boston Medical Center is a rapidly expanding and innovative academic and clinical department that includes over 50 faculty members and over 100 staff with a mission to provide high-level clinical care and lead research that reflects a diverse patient population. The position will provide direct administrative support to the section chief and the administrative director and other senior leaders. They will be responsible for various aspects of operations ensuring the department operates in an effective, efficient, and professional manner.

Job Responsibilities:

• Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasks.
• Responds to inquiries, triages, and routes calls as appropriate.
• 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 provides calendar support for senior leadership.
• Organizes and coordinates departmental meetings or committees including reserving conference rooms, creating PowerPoint slides, 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. Submits reimbursements and expense reports as needed.
• 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, faculty and staff visas, and other processes 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.
• 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, and correspondence.
• Schedules meetings and manages calendars. Takes minutes of meetings. Sorts and distributes mail. Responds to inquiries, triages, and routes calls. Maintains and updates contract database. Assists with new hire processing and other personnel-related items.

Job Requirements:

• Education: Bachelor's Degree or equivalent combination of training and experience.
• Experience: Minimum 3 years experience in medical or healthcare institutions ideally in academic medicine.
• Knowledge, Skills & Abilities: 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. Effective at communicating policies and procedures and dealing with individuals from a 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. Experience with statistical analysis tools a plus. Excellent record-keeping skills and office organizational skills. Computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities.

Job Benefits:

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base especially for individuals pursuing careers in medicine or biomedical research.
• Pioneering Research: Engage in groundbreaking research projects that are driving the forefront of biomedical science.

Compensation Range: $50,000.00-$70,000.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements as well as business/organizational needs, internal equity, and market-competitiveness. In addition, 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.

Equal Opportunity Employer/Disabled/Veterans