Senior Administrative Assistant

• High school diploma or GED is required, associate's degree preferred.
• Experience in an administrative role, preferably in a healthcare setting 5-7 years is required.
• Experience supporting senior-level staff 1-2 years is preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities.
• Ability to work independently with minimal supervision.
• Strong attention to detail and problem-solving skills.
• Familiarity with hospital administration processes and healthcare regulations.
• Professional demeanor and ability to interact effectively with all levels of staff.

Responsibilities:

• Manage multiple physician calendars for non-clinical scheduling.
• Assist with travel arrangements and conference registration.
• Provide meeting support and scheduling as needed. Includes minute-taking.
• Assist physicians with any requested clerical duties. May include labels, faxes, typing reports or letters, formatting manuscript references, locating journal articles, assisting with manuscript submission, copying and filing.
• Coordinate updating of physician CVs.
• Assist with physician competency tracking, physician reappointment and onboarding, as needed.
• Order and distribute pagers, cell phones, keys, letterhead/business cards, office supplies, lab coats.
• Coordinate visitors to the department. Includes filing paperwork, arranging for ID badges and securing temporary computer access as needed.
• Organize departmental conferences. Includes creating schedule, booking rooms, remote access, ordering food etc.
• Maintain and organize the physician administrative office. Includes completing maintenance work orders and maintaining office equipment.
• Book meeting rooms as needed for departmental meetings across the BWH/DFCI campus. Coordinate scheduling for departmental conference rooms.
• Coordinate updates of department Web sites.
• Assist in triaging network/desktop technology issues, prioritize and escalate problems within given guidelines, and track resolution of issues.
• All other duties assigned