Senior Administrative Coordinator

Company: ICONMA
Location: Boston
Posted on: September 19, 2023

Job Description:

• Provides skilled administrative support to
  
• Research Operations. General administrative support includes new hires onboarding, coordination of equipment, systems access to ensure new hire has the proper tools and access.
  
• Coordinate off-boarding of equipment and systems' access modifications. Calendar management, drafting correspondence, preparing presentations, reports, managing organizational contacts, attending meetings, preparing, and distributing meeting notes; sorting mail and ordering supplies.
  
• Acts as the first point of contact for the Executive Director. Triages calls/inquiries from departments and external stakeholders. Schedules meetings, prepares agendas, takes meeting notes, and makes travel arrangements when appropriate. Process travel reimbursements in a timely manner.
  
• Ensures meeting documents including agendas are prepared, provided and distributed in a timely manner. Reports to the Executive Director of Research Operations.
  
• This position will also provide support to all Directors within the Research Operations, which include but is not limited to calendar support, and general office logistics including coordination of large-scale meetings, as necessary.
  
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• ESSENTIAL RESPONSIBILITIES / DUTIES:
  
• --- Provides administrative support to the Executive Director of Research Operations and other Director's within Research Operations, including, but not limited to calendar management, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel, and Microsoft Word.
  
• --- Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
  
• --- May draft responses for the Executive Director's review and/or complete and send out responses on his/her behalf, as per established protocols.
  
• --- Maintains Exec Director's calendar up to date; keeps track of out of office schedules and makes necessary, adjustments to prevent schedule conflicts.
  
• --- Makes registration and travel arrangements; provides written itineraries for all travel plans.
  
• --- Schedules meetings, tracks responses; coordinates technology requirements.
  
• --- Coordinates documents for meetings and distributes timely. Takes and prepares meeting notes as required. Ensures that meeting notes and other written documents are accurate and professional.
  
• --- Keeps track of questions and requests for additional information and follows up with Directors, to ensure timely response.
  
• --- Coordinates vendor invoices in accordance with institutional policies and procedures and accounts payable for the department. Manages subscriptions.
  
• --- Monitors and maintains inventory of office supplies and equipment. Order supplies as needed and stay within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
  
• --- Evaluates and offers recommendations to improve efficiency.
  
• --- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
  
• --- Creates reports, spreadsheets, charts, presentations, or other correspondence as requested.
  
• --- Performs office related duties such as maintaining organizational charts up-to-date electronic files, manuals, and records.
  
• --- Uses discretion with sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
  
• --- Coordinates onboarding of new hires, ensuring equipment delivery, systems' access, and other requests, as necessary.
  
• --- Coordinates off-boarding ensuring the return of BMC equipment and termination of systems' access.
  
• --- Acts as a liaison with external customers to ensure efficient communications.
  
• --- Conducts online and other types of research
  
• --- Performs other duties as assigned or as necessary.
  
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• Minimum Qualifications:
  
• --- Bachelor's Degree in related field is required or a combination of additional experience and training will be considered.
  
• --- Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
  
• --- 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.
  
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• KEY COMPETENCIES:
  
• --- Outstanding written/verbal communication skills
  
• --- Excellent attention to detail
  
• --- Excellent interpersonal skills
  
• --- Multi-tasking/time management skills
  
• --- Ability to anticipate needs and see opportunities to assist without waiting for direction
  
• --- Critical thinking / problem solving skills
  
• --- Accountability
  
• --- Adaptability
  
• --- Desire to always keep learning and improving
  
• --- Teamwork-orientation
  
• --- Interest in working at a mission driven organization
  
• --- Non-profit, healthcare or start-up experience is a plus
  
• A solid working knowledge of MS Word, Outlook, and Excel and database management
  

Keywords: ICONMA, Boston , Senior Administrative Coordinator, Administration, Clerical , Boston, Massachusetts