Job Description

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job Posting Description

Assists Director, Manager, or Chief of Service in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office. Leads and performs administrative functions requiring in-depth knowledge of departmental programs and services. Organizes and leads provision of secretarial and administrative support services. Acts as the “go-to” person for the administrative staff.

Key responsibilities

• Lead and direct secretarial, clerical, and administrative support services to ensure smooth department operations.
• Recommend, implement, and maintain internal systems and departmental policies.
• Oversee department recordkeeping systems for administrative and financial data, ensuring data accuracy and report distribution.
• Collect and compile data for various analyses and perform calculations to prepare spreadsheets, graphs, and charts.
• Manage daily administrative operations, preparing reports and documents to meet compliance requirements.
• Facilitate administrative forms processing, such as purchase orders and invoices.
• Organize logistics for seminars, conferences, and special events, including material preparation and registration management.
• Maintain departmental files, records, databases, and office libraries, managing information entry and distribution.
• Schedule appointments and maintain physician calendars, handle meeting logistics, and prepare agendas.
• Monitor supply inventory and computer equipment, authorize purchases and coordinate equipment services.
• Transcribe, type, proofread, and edit various materials, including confidential documents, ensuring accuracy and clarity.
• Answer and route phone calls, greet visitors, provide information, and manage correspondence.
• Deliver positive customer service to support departmental and hospital operations.
• Coordinate and manage department-wide catering orders for meetings, events, and other departmental functions.
• Serve as a member of the department’s social media and website teams, contributing to content development, updates, and digital engagement efforts.
• Maintain the cleanliness and organization of shared communal spaces to support a professional and welcoming environment.

Minimum qualifications
Education:

• A high school level of education.

Experience:

• Two years of related experience
• Prior customer service or administrative experience preferred
• 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.

Schedule: Monday-Friday, Hybrid after training period.

Office/Site Location

Boston

Regular, Temporary, Per Diem

Regular

Remote Eligibility

Part Remote/Hybrid

Pay Range

$20.63-$31.46 Hourly