Administrative Coordinator

TALENT Software Services; Boston (MA); On-site; USD 45,000 - 55,000; Full time

Job summary

A consulting service organization is seeking an Administrative Coordinator for a contract position in Boston, MA. The role involves event coordination, managing departmental calendars, and handling administrative tasks with a strong emphasis on organizational skills and attention to detail. Candidates should have a Bachelor's degree and three years of administrative experience. This position offers the possibility of extension beyond the initial contract period.

Qualifications

• Bachelor's degree or an equivalent combination of education, training, and experience.
• Three years of administrative experience. A combination of education and experience will be considered.
• Superior organizational skills and ability to handle multiple tasks simultaneously.

Responsibilities

• Coordinate events including bookings and registrations.
• Manage department calendar and send invites.
• Handle supplier orders and expense reimbursements.
• Assist with various administrative tasks and inquiries.
• Contribute to departmental mission and perform related duties.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Ability to handle multiple tasks

Education

Bachelor's degree or equivalent

Three years of administrative experience

Tools

Excel

Word

Job description

Job Summary

Talent Software Services is in search of an Administrative Coordinator for a contract position in Boston, MA. The opportunity will be for three months with a strong chance for a long-term extension.

Position Summary

Reporting to the Department Administrator, the Administrative Coordinator provides complex administrative support to the Department Administrator and supports the operations of the Department of Oral Medicine, Infection and Immunity.

Primary Responsibilities/Accountabilities

• Event Coordination (Other Divisions and CE)
  • Handle payments for services/goods
  • Make applicable restaurant reservations
  • Coordinate hotel stays for visitors
  • Coordinate flights for visitors
  • Organize schedule of events and send out to applicable parties
  • Assist with event day‑of: registration/welcome table, hand out badges, etc.
  • Write up certificates for visitors
  • Make any last‑minute orders for food, awards, certificate folders
  • Coordinate with facilities to make sure tables are set up/trash out, etc.
  • Notify security personnel of visitors if applicable
  • Make fliers and send to applicable parties
  • Follow trademark process for any special items and follow through with ordering
• Support the Management of OMII calendar
  • Reach out to applicable parties to find a time and then send calendar invite
  • Book rooms if applicable
  • Notify security personnel of visitors if applicable
  • Respond to those requesting meetings
  • Reschedule appointments if applicable
• Finance
  • Procurement: Handle supplier orders through the Buy 2 Pay system.
  • Expense Management: Department card reimbursements via Concur.
  • Support faculty purchases/ordering
• General Administration
  • Submit reimbursements to faculty and residents for their conference fees and membership dues
  • Send packages via FedEx as requested
  • Assist with parking requests for faculty and visitors
  • Answer miscellaneous questions for faculty, staff, visitors, residents, and lab members
  • Help coordinate building/lab access for existing faculty/lab members
  • Order items from Amazon for labs/faculty
  • Take/organize meeting notes as needed
• Contributes to the mission and vision of HSDM and models the School's core values in all facets of the work.
• Performs other related duties as assigned or requested.

Qualifications

• Bachelor's degree or an equivalent combination of education, training, and experience.
• Three years of administrative experience. A combination of education and experience will be considered.
• Superior organizational skills and ability to handle multiple tasks simultaneously and meet deadlines in a busy, complex environment with competing priorities.
• Must demonstrate impeccable attention to detail.
• Must be proficient in standard office software, especially Excel, along with Word, email and calendar systems and the ability to learn new software.
• Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities.
• A high level of competence and a strong combination of time management, administrative, organizational, and interpersonal skills, flexibility, and good judgment.
• Excellent written and oral communication skills.
• Ability to successfully pass a comprehensive background check at hire.

Preferred

• Bachelor's degree preferred.
• Experience with academic planning, curriculum, and policy is a plus.

If this job is a match for your background, we would be honoured to receive your application! Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk.