Boston Medical Center (BMC) · 1 month ago
Senior Administrative Coordinator, Center for Digestive Disorders (part time)
Boston, MA
Part-time
Onsite
Mid, Senior Level
$46K/yr - $65K/yr
3+ years expBoston Medical Center (BMC) is seeking a Senior Administrative Coordinator for the Center for Digestive Disorders. The role involves providing key support to the department, managing schedules, overseeing projects, and ensuring regulatory compliance while maintaining high standards of professionalism in administrative tasks.
Health CareHospitalMedicalNon Profit
Responsibilities
Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner
Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan
Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures
Provides administrative support to the assigned department(s), including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides
Independently composes high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution
Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts
Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage if necessary and ensuring vendor payment. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed)
Prepares meeting agenda; prepares/distributes materials for meetings. Takes and prepares meeting minutes
Makes registration and travel arrangements, including hotel reservations. Provides written itineraries for all travel plans
May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc
Provide support for M.Ds and/or senior management as necessary
Assists in the implementation of the fellowship recruitment plan and time line. Mails out applications and coordinates applicants for interview appointments, files and tracks completed applications
Coordinates interview schedules and detailed itineraries. Responsible for the management, planning, and coordination of tours, luncheons, meetings, and site visits
Tracks all data, correspondence, committee and administrative operations related to the department and associated committees
Provides research and administrative support for special projects, preparing grant proposals, processing background checks for potential new hires and follow-up on projects
Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party
Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution
Serves as the department administrative expert with regards to compliance policies & departmental procedures
Manages purchasing, invoices and accounts payable for the department. Manages subscriptions. Assists the Principal Investigator with monitoring departmental budget and account balances, helping managers to stay within approved budgets, and documenting all approved variances
Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements
Maintains the monthly schedule for department coverage. Maintains matrix of hours worked, leaves and vacation/sick time for the Department. Submits weekly timesheets to manager, and when authorized by the Director, submits timesheets to Payroll department
Qualification
Required
HS/GED plus 7 + years relevant experience OR
Associates plus 5+ years relevant experience OR
Bachelors with at least 3 years relevant experience
Superior verbal and written English communication skills, including excellent grammatical, editing, and proofreading skills
Highly proficient with Microsoft Office applications (i.e., MS Word, Excel, Access, PowerPoint, Outlook) and web browsers
Ability to work independently and effectively prioritize work assignments
Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel
Strong problem-solving skills and proven ability to work with confidential information
Benefits
Medical
Dental
Vision
Pharmacy
Discretionary annual bonuses
Merit increases
Flexible Spending Accounts
403(b) savings matches
Paid time off
Career advancement opportunities
Resources to support employee and family well-being
Company
Boston Medical Center (BMC)
Boston Medical Center (BMC) is a 511-bed, equity-led academic medical center and a proud member of the Boston Medical Center Health System.
5001-10000 employees
H1B Sponsorship
Boston Medical Center (BMC) has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (53)
2024 (51)
2023 (51)
2022 (38)
2021 (26)
2020 (32)
Funding
Current Stage
Late StageTotal Funding
$342.49MKey Investors
AmeriCorps Public AlliesNational Institute on Drug Abuse (NIDA)The Boston Foundation
2024-07-09Grant· $0.06M
2023-02-23Debt Financing· $232M
2019-04-23Grant· $89M
Leadership Team
David Beck
Senior Vice President & Chief Legal Counsel
Recent News
2025-11-11
2025-11-10
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