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Boston University SENIOR ADMINISTRATIVE COORDINATOR, School of Medicine, Rheumatology in BOSTON, Massachusetts

Reporting to the Administrative Director, the Senior Administrative Coordinator will coordinate and provide support for faculty and staff. Responsible for assisting the Administrative Director in the day-to-day operations and management of administrative services in the Section of Rheumatology to meet the clinical, research, and educational missions of the Department of Medicine. The Senior Administrative Coordinator assists in developing and managing section activities to meet organizational needs and objectives in accordance with operating policies and business plans. Additionally, they provide administrative support to senior research staff and demonstrate excellent communication skills, along with proficiency in fostering effective internal and external relationships.

Administrative (35%)

  • Serves as the key support for the assigned department ensuring the department operates in an effective, efficient, and professional manner.

  • 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. Efficiently oversees the Section Chief's calendar, optimizing scheduling to maximize productivity.

  • Composes high level correspondence, spreadsheets and presentations 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 initiate responses (such as letters of recommendations, employment verification for loan deferments, etc) for Section Administrators and Chief to review. Complete and send out responses on his/her behalf, as per established department protocols.

  • Assists faculty staff and Section Administrator with preparation and submission of abstracts, manuscripts, posters and presentations as needed.

  • Monitors and maintains inventory of office supplies and equipment. Purchases as needed and stays within established budget. Submit reimbursements for faculty and staff in Concur and Chrome River.

Tracking, Coordinating and Managing (35%)

  • Maintain all departmental and employee files and records.

  • Ensure that the employee contact database, listservs, and phone lists are kept current and up-to-date.

  • Assist with new hire set-up (welcome packet, assign and issue keys, beeper and lab coats to new hire, set up office/desk area, request system logins and access etc.).

  • Works with IT department to resolve IT issues for section to include contacting help desk, submitting IT requests and finding alternative solutions. Manages section equipment and office spaces.

  • Responsible for managing and tracking institution purchase (p-card) and travel credit cards while strictly adhering to institutional expense and travel policies to ensure financial integrity and compliance.

  • Facilitates travel coordination for faculty, staff, and visiting personnel while ensuring adherence to budgetary parameters.

  • Track faculty paid time off (PTO), credentialing, licensing, and stipend balances.

  • Coordinate and attend section meetings, including the preparation and circulation of meeting agendas and documentation, and the taking and distribution of meeting minutes.

  • Manage the content on the Rheumatology BUMC and BMC websites. Create and develop new content, update content as necessary. Oversee fellowship site content. Communications for the section, tracking BU/BMC communications. Prepare, review, edit and distribute reports, correspondence, memos, and other communications.

  • Maintain proactive communication with all faculty and staff regarding compliance issues, assigned learning tasks, attestations, and other section-related matters. Produce end-of-year newsletters, communications for Alumni, ACR, OARSI, and additional projects as necessary.

Research (25%)

  • Assist with proposal document collection, editing and formatting.

  • Maintains section master list of grant submissions by PI, research staff, grant distribution, grant accounts and balances.

Provides administrative support to section grant administrators, such as sourcing and procurement, paying invoices, reviewing subaward invoices, reviewing travel reimbursements.

  • Provides administrative support to section research staff on research grant and study related activities.

Other duties (5%)

  • Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.

  • Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Responds to inquiries or routes calls to the appropriate source.

  • Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.

  • Performs other duties as assigned or as necessary.

Required Skills

Experience: 1-3 years of experience Education requirement: Bachelor's degree.

Please note all newly hired staff and faculty will need to be in compliance with Boston University’s COVID-19 Vaccination and Booster Requirement ( within 30 days of date of hire. You must upload your vaccine documentation or request a medical or religious exemption ( instructions ( ). For further information on the University’s response to COVID-19, please visit the COVID-19 Resources ( site.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor .

Required Experience