Senior Administrative Assistant

Clinical Administrative Responsibilities (~50%):

Provides administrative support for ~2-3 Clinical Physicians:

Maintains high volume calendars:

• Collaborates with other senior staff, physicians, and individuals outside of the organization to schedule meetings across multiple time zones involving multiple, tightly scheduled executives and ensuring adequate meeting time, work time, and open availability.
• Promptly and appropriately replies to extremely urgent meeting and call requests.
• Ensures adequate travel time in schedules.
• Communicates schedule changes in a timely manner.
• Proactively identifies calendar conflicts and works to resolve such issues.

Manages events and makes complex travel and logistical arrangements:

• Completes and submits registration forms, disclosure forms, and agreements.
• Makes hotel and travel arrangements.
• Prepares itineraries and agendas.
• Submits expense reports and track reimbursements.
• Facilitates hospital review and physician signing of legal documents (NDAs, consulting agreements, speaking agreements, MGB addendums, etc.)
• Drafts and proofreads letters, emails, and documents; sends out written correspondence on Physicians' behalf.
• Creates, edits, summarizes, and formats documents as needed (agendas, minutes, spreadsheets, PowerPoint presentations, and proposals).
• Updates and maintains physician's Curriculum Vitae (CV) and Biosketches.
• Assists with license renewals, recredentialing, and reappointment packages.

Other Responsibilities:

• Maintains open communication with staff members who handle Physicians' clinical outpatient schedules.
• Coordinates the scheduling of Medical Students, Residents and Fellows with Hematology Attendings during their outpatient clinics.
• Serves as backup timekeeper for clinical administrative staff.

Research Administrative Responsibilities (~50%):

Provides administrative support for ~5 Principal Investigators (PIs):

Research Fellows, Research Technicians and Sponsored Staff:

• Participates in the onboarding process for Research Fellows and Sponsored Staff (Research Trainees, Student Interns, Observers, etc.) within the division. This includes working with Human Resources, DOM, the Office of Sponsored Staff and/or GPS to ensure all necessary paperwork is submitted and approved for the Research Fellow / Sponsored Staff to begin employment.
• Develops and maintains standard operating procedures (SOPs) and checklists for smooth and orderly onboarding and offboarding. This includes the submission of appropriate documents, collection of IDs and other materials/equipment.
• Tracks Research Fellows' DOM/HMS appointments and visa statuses to ensure that there is no gap.
• Tracks and facilitates Annual Performance Reviews for Research Technicians and Annual Career Conferences (ACC) for Research Fellows. Informs relevant PIs when reviews / ACCs are coming due and ensures the PI completes them in a timely manner. Communicates with SGA and Grant Administrator when it is appropriate to submit the relevant salary increases.

General Administrative Support:

• Manages PIs' calendars for meetings, vacations, travel, etc.
• Assists PIs with preparation of travel and submitting/tracking travel expenses.
• Handles a variety of financial transactions including, but not limited to, creating Purchase Orders, submitting invoices, and ensuring payment is processed in a timely manner, processing check requests and submitting employee reimbursements.

Other Responsibilities:

• Provides administrative support to Hematology staff (filing, photocopying, and preparing and proofreading correspondence, reports, etc.).
• Coordinates monthly PI meetings and 2x/month Work in Progress (WIP) presentations conducted by research staff.
• Serves as backup timekeeper for research staff.
• Maintains flexibility regarding workload and the needs of the Division.
• Provides cross coverage as needed.
• Performs other tasks, assignments and projects as requested/needed.

Qualifications:

• Minimum 2 years of comparable level administrative support experience required.
• High school diploma or GED required. Bachelor's degree is preferred, or equivalent work experience.

Skills / Abilities / Competencies Required:

• Excellent verbal and written skills to communicate with physicians, administrators, and employees.
• Excellent organizational and analytical skills; comprehensive understanding of hospital and group policies and procedures.
• Ability to set priorities, meet deadlines and make independent decisions.
• Ability to work well under pressure, handle multiple tasks and independently problem-solve.
• Ability to interact well with others, including patients, physicians, investigators and co-workers.
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint).

Working Conditions:

• Normal office conditions. On-site schedule will be split between two locations: BWH Main Campus (Francis Street) and Research Building (Longwood Medical Area).