The Pediatric Administrative Coordinator provides administrative support to Dr. Laffel and other members of the Pediatric staff. This role works collaboratively with other support staff, maintain office operations, communications, database records, budgets, invoices, and files. Provides administrative coordination for pediatric education programs for school nurses and caregivers. Supports efforts to keep all Pediatric activities functioning smoothly.
- Provide administrative support for Dr. Laffel, including: managing Dr. Laffel’s schedule and calendar, making travel arrangements and compiling documents needed for on-site and off-site meetings, managing expense reimbursements, transcribing dictations, keeping accurate and updated files, composing letters, and helping with other department materials as appropriate.
- Maintain department personnel files for all pediatric research personnel. Provide onboarding orientation and schedule necessary trainings for new personnel. Assist with paperwork for staff privileges for new and current staff. Act as primary contact for visiting physicians and scholars and assist with creation and management of visiting schedule and other administrative needs.
- Provide other administrative support as needed, including: making travel arrangements and submitting expense reimbursements for pediatric research personnel, ordering supplies, scheduling and reserving rooms for meetings, maintaining current information for pediatric research cost centers, facilitating external requests for permission to use pediatric research surveys, and assisting with preparation of grant proposals, reports, manuscripts, and presentations.
- Provide administrative coordination for pediatric education programs for school nurses and caregivers, including program advertisements, attendee registration and payments, catering, budgeting, program materials, educational grant applications, re-application to the American Nurses Association Massachusetts every 2 years for approval to provide continuing education credits, and vendor display opportunities.
- Other duties as assigned.
- Bachelor’s degree or equivalent work experience preferred
- Minimum 2 years of office experience - preferably in a health care setting
- Proficient in Microsoft Office Suite
- Strong organizational and communication skills (communicate clearly and effectively via verbal and written instruction).
- Excellent time management and organizational skills
- Attention to detail and ability to concentrate on multiple tasks
- Ability to prioritize responsibilities – through completion.
- Ability to work independently and with others - to interact respectfully with other employees, professional staff and/or external contacts.
Joslin Diabetes Center is an Equal Opportunity Employer and it is the policy of Joslin to prohibit discrimination of any type and to afford equal employment opportunities to employees, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, marital/parental status, disability status, protected veteran status or any other status protected by law.