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Job Title: Senior Medical Admin

Job Description

+ Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into computer databases and spreadsheets, monitors data validity, and compiles, prints, and distributes periodic reports and other information as needed. Evaluates, recommends, and implements changes or upgrades in systems as appropriate.

+ Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes, and prepares information, documents, and other materials required for preparation of annual budget, grant applications, and other complex reports and documents for administrative, financial, clinical, and/or research purposes. Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs, and charts, prepares analyses for supervisor's review.

+ Organizes and maintains daily administrative operations of department. Prepares, verifies, and monitors departmental payroll and maintains related records. Prepares periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements. Monitors employee review dates, terminations, and other personnel actions and initiates required forms and documents. Initiates, routes, and tracks administrative forms such as purchase orders, payment requisitions, and physician reappointment forms.

+ Coordinates administration of departmental fellowship and/or residency programs, training grants, and related programs. Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments, and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. Compiles and maintains related files and records.

+ Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s), and secures necessary supplies, equipment, and services. Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees, and monitors expenses.

+ Schedules appointments and meetings and maintains supervisor's personal calendar. Reserves meeting locations, orders needed supplies and services, and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary.

+ Monitors and maintains department supply inventory and computer equipment. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommends purchase of equipment and non-routine supplies. Serves as liaison to support service departments to request and coordinate provision of needed services.

+ Transcribes and types from recorded dictation, shorthand or rough draft correspondence, reports, manuscripts, charts, and other materials for clinical, administrative, or research purposes, including highly complex and/or confidential financial/business documents

Qualifications

+ Associate’s degree required, Bachelor’s degree preferred.

+ 3+ years of previous administrative experience required; experience in healthcare or higher education preferred.

+ Previous knowledge of Epic a plus

Job Type & Location

This is a Contract position based out of Boston, Massachusetts.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Boston,MA.

Application Deadline

This position is anticipated to close on Oct 24, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email [email protected] (%[email protected]) for other accommodation options.