Senior Administrative Assistant - 6

Senior Administrative Assistant
13 weeks
Boston , MA
Shift - 8H Day 07:30 AM - 04:00 PM

Facility: BIDMC

Position Description: Contract Guarantee hours= 72 Hours Biweekly on all Assignments these guaranteed hours do not include any on-call time worked

Comments And Notes: BILH coversheet required at time of submission.

Job Summary: As a senior level administrative professional, implements, oversees and coordinates the administrative functions that support a department and it s functional areas that report to a Vice President, Chief Administrative Officer or Director. Interacts with hospital administration, leadership and staff of other departments and internal / external contacts at all levels
Job Description:
Essential Responsibilities:
Plans, coordinates and administers activities for the department including developing and implementing related procedures, processes, communications, services and systems to ensure the smooth flow of administrative operations. Acts as a liaison and principle resource on matters related to the department. Trains and educates new staff on department and organizational procedures.
Serves as resource for the department regarding medical center and departmental policies and procedures. Interacts with internal and external personnel, including senior management, physicians, visitors, patients and vendors in matters that may be complex, sensitive and confidential. Independently researches and follows through on a variety of information requests.
Monitors the department budget projections to actual expenditures. Projects expenditures, prepares regular and ad hoc reports on operational and financial activities for senior management. Analyzes volumes and trends. Coordinates bill payment with accounts payable to ensure timely and accurate payments. Works with accounting and finance to ensure that charges are accurate.
Manages the flow of legal documents, contracts, bills, requiring understanding of both content and procedures related to them. Transcribes and prepares routine and high-level, confidential correspondence and reports for senior management. Creates Power-Point presentations; develops and maintains spreadsheets and charts for summarizing, tracking and reporting data from various sources.
Represents the department at meetings and serves on committees as assigned. Functions as a work-team leader with administrative staff in the department to ensure that needs are met in a timely manner. Leads and participates in interdisciplinary teams for special projects and events. Handles a wide variety of administrative activities at the discretion of the department leadership.
Maintains calendars and meeting schedules, arranges multiple department, hospital and offsite operational meetings as well as with vendors and customers. Coordinates the planning and organization of departmental events internally and externally, including the arrangements for meetings, travel and expense reimbursements.
Required Qualifications:
High School diploma or GED required. Bachelor s degree preferred.
5-8 years related work experience required.
Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
Preferred Qualifications:
Experience in hospital and/or academic administration.
Competencies:
Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.
Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

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