Position: Senior Administrative Coordinator
Location: Pediatrics
Schedule: Full Time
POSITION SUMMARY:
The Department of Pediatrics at Boston Medical Center is a leader in research related to child health, particularly for underserved populations. On-going research includes longitudinal cohort studies, case-control studies, translational and basic science studies, clinical trials, qualitative studies, secondary analysis of large-scale cohorts, and program evaluation. Content areas include gene-environment interactions, health disparities, the medical home, prematurity, cultural competency exposure to violence, sickle cell disease, prenatal substance exposure, substance use disorders in adolescence, autism, and child mental health. The Health Services Research Division conducts studies on pressing issues in pediatric health care such as social determinants of health (notably, economic mobility and housing), health insurance policy, innovative care delivery and payment models, obesity and food insecurity, substance use disorder, health information technology, health effects of the criminal legal system, quality of care for asthma and sickle cell disease, maternal depression and dyadic care, behavioral health, and breastfeeding.
The Senior Administrative Coordinator will be an organized, analytical team member with exceptional communication and problem-solving skills to handle divisional administrative duties and related operations. The Senior Administrative Coordinator will have a keen sense of task management and the ability to prioritize needs. In this role, the Sr. AC will manage schedules, arrange meetings field communications, perform administrative tasks, respond to communications, and oversee all administrative tasks for the Division of Health Service Research. They will be a thoughtful team member who will become a resource of information to assist the division and department research community.
The Senior Administrative Coordinator will be committed to providing attentive support for internal and external parties and will be skilled at various office tasks. They will lead by example by being courteous, proactive, and well-organized professional who will bring creative solutions to administrative problems.
ESSENTIAL RESPONSIBILITIES / DUTIES:
Administrative and Office Support:
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Provide executive support to the Director of Health Services Research, Director of Pediatric Academic Research, and key division leadership, including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides, sorting and distributing mail, assisting with inquiries, and assisting with new hire onboarding and other personnel related items, financial form completion, biographical sketch and CV formatting and preparation, and sorting and prioritizing mail.
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Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases.
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Composes high level correspondence and memoranda independently and with professional quality. Edit and proofread all written materials and verify the validity of data and documents contained in all reports prior to submission.
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May initiate responses for Director’s review and/or complete and send out responses on his/her behalf, as per established protocols.
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Maintain administrative calendars accurately with particular attention to preventing scheduling conflicts.
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Reserve space, order food, and coordinate faculty and others for meetings when necessary.
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Prepare and distribute information packages for meetings.
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Take and prepare minutes of meetings, as required.
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Ensure that minutes and other written documents are accurate and professional.
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Make registration and travel arrangements, including hotel reservations.
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Provide written itineraries for all travel plans.
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Handle telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
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Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
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Assist the Department Manager with coordinating confidential personnel-related matters, department budget reports, and peer review status reports in a timely manner.
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Deal with an extensive array of confidential matters involving staff and donors, including marketing and fundraising efforts of BMC and the department.
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Assist with coordinating confidential personn