Sr. Administrative Associate

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job Posting Description

The Sr. Administrative Associate assists Director, Manager, or Chief of Service in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office. You also will lead and perform administrative functions requiring in-depth knowledge of departmental programs and services. Lastly, you will organize and lead provision of secretarial and administrative support services. 

In this role, the Sr. Admin Associate: 

•    Leads and directs provision of secretarial, clerical, and administrative support services for department/service. May plan work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. 

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

•    Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes, and prepares information, documents, and other materials required for preparation of annual budget, grant applications, and other complex reports and documents for administrative, financial, clinical, and/or research purposes. 

•    Organizes and maintains daily administrative operations of department. Prepares, verifies, and monitors departmental payroll and maintains related records. Prepares periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements. Monitors employee review dates, terminations, and other personnel actions and initiates required forms and documents. 

•    Coordinates administration of departmental fellowship and/or residency programs, training grants, and related programs. Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments, and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. 

•    Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s), and secures necessary supplies, equipment, and services. 

•    Schedules appointments and meetings and maintains supervisor's personal calendar. Reserves meeting locations, orders needed supplies and services, and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary.

•    Monitors and maintains department supply inventory and computer equipment. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommends purchase of equipment and non-routine supplies. 


To quality for this role, you must have: 
•    High school diploma
•    2 years of relevant experience
•    Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
•    Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations.
 

Office/Site Location

Brookline

Regular, Temporary, Per Diem

Regular

Remote Eligibility

Part Remote/Hybrid