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Senior Administrative Associate

Boston, MA 02115

Posted: 03/20/2023 Employment Type: Direct Hire/Perm Job Category: Administrative Job Number: 553566 Country: United States Is job remote?: No

Job Description


Senior Administrative Associate

Onsite: Boston, MA


Must Haves:

·        High school Diploma or GED required


·        Minimum 2 years of administrative experience required (healthcare not required)


·        Flexibility and ability to adjust priorities, understanding urgency


·        Calendar management experience


·        Attention to detail


Job Summary

The Sr. Administrative Associate will be responsible for:

  1. Assisting in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office.

  2. Leads and directs administrative support services for department. May plan work schedules to ensure adequate coverage for administrative functions. Recommends and assists in development and implementation of departmental administrative policies and procedures.

  3. Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into databases and spreadsheets, monitors data validity, compiles, prints and distributes reports as needed.

  4. Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes and prepares information, documents and other materials for preparation of annual budget, grant applications.

  5. Prepares, verifies and monitors departmental payroll and maintains records. Monitors review dates, terminations and other personnel actions and initiates forms and documents. Initiates, routes and tracks forms such as purchase orders, payment requisitions and physician reappointment forms.

  6. Coordinates administration of departmental fellowship and/or residency programs, training grants and related programs. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents.

  7. Plans, prepares and organizes admin requirements for seminars, conferences and other programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location and supplies, equipment and services.

  8. Schedules appointments and meetings and maintains supervisor’s calendar. Reserves meeting locations, orders supplies and services and prepares agenda. Prepares travel arrangements, including airline reservations and hotel accommodations.

  9. Monitors and maintains department supply inventory and computer equipment. Serves as liaison to support service departments to request and coordinate services.

  10. Transcribes and types from recorded dictation or rough draft correspondence, reports, manuscripts, charts and other materials including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency and clarity.

To qualify, you must have:

  1. High school diploma or GED required.

  2. Minimum of two years of administrative work experience required.

  3. Work requires the analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.

  4. Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

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