ICONMA
Senior Administrative Coordinator
ICONMA, Boston, Massachusetts, us, 02298
Senior Administrative Coordinator
Location: Boston, MADuration: 6 monthsStart- ASAPShift- Regular hours.
Description:The section of Hematology and Medical Oncology at client is seeking a senior administrative assistant.The section of Hematology and Medical Oncology at client 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.They will be responsible for various aspects of operations, ensuring the department operates in an effective, efficient, and professional manner.
Specific duties include:Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasksResponds to inquiries; triages and routes calls on behalf of the section chief and administrative directorIndependently composes high level correspondence, documentation, and presentations of professional qualityEdits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distributionCoordinates specific projects; providing leadership in project managementActs as liaison between departments and makes independent decisionsMaintains departmental calendars and calendars for the section chief and administrative directorOrganizes and coordinates departmental meetings or committees, including reserving conference rooms, setting up room equipment and procuring food and beverage if necessaryMakes registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital mattersAssists with the coordination of the academic appointments and promotions process for faculty 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.May perform additional office related duties as required by the section chief and administrative director
Minimum Qualifications:Bachelor's Degree or equivalent combination of training and experience.Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.Prior experience in the field of Bioethics highly preferable
Duties:Administrative/Data CollectionSchedule Ethics Committee events including monthly committee meetings, working groups, ethics grand rounds and ethics consultationsManage to-do lists, projects and deliverables, ensuring constant follow up, and adaptability to evolving plans/prioritiesData collection and analysis (track consults & outcomes; draw conclusions and make recommendations for process improvement and/or learning opportunities)Work with IT to develop automated reports when necessary
Educational ProgrammingHelp team prepare for various departmental presentations (includes brainstorming topics, identifying key stakeholders, scheduling prep mtgs, conducting research/literature review, assisting in slide creation, tracking feedback, etc)Quarterly Grand Rounds, HMSCBE presentations/lecturesEthics Consult Team: development and execution of clinical ethics training curriculum (monthly meetings)Ethics Educational Outreach: development and execution of ongoing educational opportunities (e.g. unit based ethics rounds)
Monthly Meeting OrganizationWorks with Directors/co-chairs to develop monthly meeting agendasCoordinates internal meetings, including all associated activities (booking conference rooms, preparing documents, lining up guest speakers, arranging for refreshments, managing AV requirements, taking minutes, following up on meeting-generated tasks, etc as needed.)Ensures that minutes and other written documents are professional and accurate
Misc Projects as neededParticipate in ethics consultationsManage recruitment process (source resumes, arrange phone screens, coordinate in-person interviews, complete all necessary paperwork, serve as primary point of contact with candidates, etc)Help manage various grant/pilot projects & poster presentationsSupport team whenever necessary
Key Competencies:Outstanding written/verbal communication skillsExcellent attention to detailExcellent interpersonal skillsMulti-tasking/time management skillsAbility to anticipate needs and see opportunities to assist without waiting for directionCritical thinking / problem solving skillsAccountabilityAdaptabilityDesire to always keep learning and improvingTeamwork-orientationInterest in working at a mission driven organizationNon-profit, healthcare or start-up experience is a plusA solid working knowledge of MS Word, Outlook, and Excel and database management
As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.
Location: Boston, MADuration: 6 monthsStart- ASAPShift- Regular hours.
Description:The section of Hematology and Medical Oncology at client is seeking a senior administrative assistant.The section of Hematology and Medical Oncology at client 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.They will be responsible for various aspects of operations, ensuring the department operates in an effective, efficient, and professional manner.
Specific duties include:Schedules appointments and meetings, takes meeting notes, and follows up on meeting-generated tasksResponds to inquiries; triages and routes calls on behalf of the section chief and administrative directorIndependently composes high level correspondence, documentation, and presentations of professional qualityEdits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distributionCoordinates specific projects; providing leadership in project managementActs as liaison between departments and makes independent decisionsMaintains departmental calendars and calendars for the section chief and administrative directorOrganizes and coordinates departmental meetings or committees, including reserving conference rooms, setting up room equipment and procuring food and beverage if necessaryMakes registration and travel arrangements, including hotel reservations and written itineraries for all travel plans.Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital mattersAssists with the coordination of the academic appointments and promotions process for faculty 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.May perform additional office related duties as required by the section chief and administrative director
Minimum Qualifications:Bachelor's Degree or equivalent combination of training and experience.Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.Prior experience in the field of Bioethics highly preferable
Duties:Administrative/Data CollectionSchedule Ethics Committee events including monthly committee meetings, working groups, ethics grand rounds and ethics consultationsManage to-do lists, projects and deliverables, ensuring constant follow up, and adaptability to evolving plans/prioritiesData collection and analysis (track consults & outcomes; draw conclusions and make recommendations for process improvement and/or learning opportunities)Work with IT to develop automated reports when necessary
Educational ProgrammingHelp team prepare for various departmental presentations (includes brainstorming topics, identifying key stakeholders, scheduling prep mtgs, conducting research/literature review, assisting in slide creation, tracking feedback, etc)Quarterly Grand Rounds, HMSCBE presentations/lecturesEthics Consult Team: development and execution of clinical ethics training curriculum (monthly meetings)Ethics Educational Outreach: development and execution of ongoing educational opportunities (e.g. unit based ethics rounds)
Monthly Meeting OrganizationWorks with Directors/co-chairs to develop monthly meeting agendasCoordinates internal meetings, including all associated activities (booking conference rooms, preparing documents, lining up guest speakers, arranging for refreshments, managing AV requirements, taking minutes, following up on meeting-generated tasks, etc as needed.)Ensures that minutes and other written documents are professional and accurate
Misc Projects as neededParticipate in ethics consultationsManage recruitment process (source resumes, arrange phone screens, coordinate in-person interviews, complete all necessary paperwork, serve as primary point of contact with candidates, etc)Help manage various grant/pilot projects & poster presentationsSupport team whenever necessary
Key Competencies:Outstanding written/verbal communication skillsExcellent attention to detailExcellent interpersonal skillsMulti-tasking/time management skillsAbility to anticipate needs and see opportunities to assist without waiting for directionCritical thinking / problem solving skillsAccountabilityAdaptabilityDesire to always keep learning and improvingTeamwork-orientationInterest in working at a mission driven organizationNon-profit, healthcare or start-up experience is a plusA solid working knowledge of MS Word, Outlook, and Excel and database management
As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.