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About the Role

This role focuses on providing administrative and business support to the organization to achieve operational goals. It involves performing general administration duties such as producing documents, collecting and filing information, handling mail, preparing reports, making travel arrangements, arranging appointments, responding to inquiries, data entry, and operating office equipment. This is a professional individual contributor role that may direct the work of others or manage processes and programs, requiring specialized knowledge typically acquired through advanced education. The position performs duties requiring expert-level administrative support and project management skills to assist a leader of a major corporate function, handling confidential and complex assignments of strategic importance. It assists executives by relieving them of complex details and advanced administrative duties, requiring discretion, judgment, tact, and diplomacy in high-level interactions. The role provides day-to-day scheduling, meeting coordination, and project implementation, serving as a liaison to board-level volunteers, physician, and executive leaders.

Responsibilities

Produces correspondence, memos, and reports from dictation, drafts, or models, ensuring proper grammar, spelling, format, and presentation style.
Prepares high-quality presentation graphics.
Expedites the production of special reports, brochures, annual reports, and manuals, coordinating with Marketing/Communications, executive offices, and outside vendors.
Attends meetings of committees/boards as a recording secretary.
Composes or selects letters based on supervisor's general instructions and responds to routine inquiries.
Arranges a wide variety of internal and external meetings, special events, and activities, prioritizing for efficiency.
Makes travel arrangements for extended trips and groups.
Coordinates large, complex internal and external meetings, seminars, and similar events, including agenda production.
Communicates with high-level executives and officials to exchange critical or sensitive information and expedite matters on behalf of a superior.
Monitors progress on important matters and follows up to ensure disposition.
Receives phone calls and messages, provides interpretation on procedures and policies to internal and external customers, and refers matters to appropriate executives or departments.
Provides assistance with administrative processes associated with the department or function.
Expedites highly sensitive administrative matters requiring a basic understanding of hospital policies and operational issues.
Processes and follows up on administrative paperwork, including purchase requisitions, employment requisitions, employee time sheets, and expense vouchers.
Follows up with personnel within and outside the organization to ensure timely completion of tasks.
Provides guidance to departmental personnel on hospital administrative policies and procedures.
Prepares and manages the departmental operating budget, monitoring expenditures and reporting variations.
Independently performs assigned portions of highly sensitive projects, determining information sources, data requirements, and analytical techniques.
Prepares reports and recommendations for action by superior.
Prepares reports using statistical or financial tables, potentially developing original formats for graphs and charts.
Uses standard and internet/information research skills.
Sets up and maintains files and records of extremely sensitive, confidential information for efficient retrieval.
Utilizes database applications software, maintains reports, and arranges information.
Develops and produces a variety of reports.
Ensures adequate inventory of office supplies and basic maintenance of office equipment, coordinating timely repairs.
Ensures basic setup and maintenance of office personal computers and associated equipment, ensuring timely service.
Uses word processing, spreadsheet, presentation graphics, and database software, as well as project management, scheduling, and budgetary control applications.
Performs miscellaneous clerical duties: collating, sorting, faxing, filing, distributing, and retrieving documents and mail.
Records and relays phone messages.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Ensures compliance with health and safety requirements and regulatory agencies.
Ensures compliance with established hospital policies, quality assurance programs, safety, and infection control policies and procedures.
Maintains collaborative team relationships with peers and colleagues to achieve goals and foster a positive work environment.

Requirements

Bachelor's Degree AND One (1) year of administrative experience OR; Associate's Degree AND Three (3) years of administrative experience OR; High School Diploma AND Five (5) years of administrative experience.
Normal office setting.
Frequent contact with patients, medical staff, and department personnel.
Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.
Requires manual dexterity using fine hand manipulation to operate computer keyboard.
Requires ability to see computer screen and reports.

Skills

Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.
Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.
Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.
Ability to write and spell in English to ensure accurate message taking.
Excellent interpersonal skills.
Adaptability to changing deadlines and requirements.
Ability to work under pressure.
Ability to visualize the big picture independently with minimal supervision and direction.
Excellent proofreading skills.
In-depth understanding of office management and daily operations.
Working knowledge of office equipment, such as printers and fax machines.
Highly resourceful team player.
Ability to effectively work with staff and senior level managers.

Location

Onsite at Tufts Medical Center

Work Type

Onsite
Remote flexibility may be available

Experience Level

Entry level role
One (1) year of administrative experience
Three (3) years of administrative experience
Five (5) years of administrative experience

Education Level

Bachelor's Degree
Associate's Degree
High School Diploma

Salary/Compensations

$26.87 - $33.59

Benefits

Comprehensive Total Rewards package that supports your health, financial security, and career growth.

About the Company

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring.
Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.
The base pay ranges reflect the minimum qualifications for the role.
Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.