Administrative Assistant

POSITION SUMMARY:

Performs a variety of administrative and office support activities to ensure proper functioning of the Providence/Boston Center for AIDS Research (CFAR) and Boston Medical Center Section of Infectious Diseases. Responsible for scheduling meetings, seminars, and workshops, handling food orders, creating agendas, record/transcribe and disseminate minutes; publication tracking; setting up slides for presentations; track chargebacks; proofreading, distributing documents; requisitioning supplies, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

Position: Administrative Assistant

Department: Infectious Diseases

Schedule: Part Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative& Office Support

• Provide assistance to Boston University/Boston Medical Center faculty and employees in a professional and courteous manner. Acts as a liaison with other CFAR Program Administrators, Infectious Diseases section administrators, and other departments to ensure efficient communication and timely response to inquiries. Schedule, disseminate agenda, record/transcribe and disseminate minutes of CFAR Executive Committee meetings (held every two months, includes 3 developmental reviews, Think Tank sessions, and annual Strategic Planning Meeting).
• Provide workflow for core invoicing and send to appropriate grant manager.
• Responsible for screening correspondence as well as responding and/or re-directing to appropriate parties for response.
• Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
• Perform data entry, create and maintain databases; develop related tables and charts.
• Plan, organize and coordinate meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Provide administrative support to faculty and key departmental leadership, including, but not limited to: scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, updating webpage, etc.
• Must maintain files up-to-date, while ensuring all confidentiality protocols.

Other duties

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
• Follow established hospital infection control and safety procedures.
• Perform other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION:

Minimum of an Associates degree (or equivalent) in Business Administration, Business Management or related field plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience). Bachelor's degree preferred.

KNOWLEDGE AND SKILLS:

• Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts Strong problem solving skills Proven ability to maintain confidentiality for sensitive information.

Equal Opportunity Employer/Disabled/Veterans