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Job ID: 139714

Administrative Assistant - Hospital Administration
Tufts University

Date Posted Mar. 3, 2020
Title Administrative Assistant - Hospital Administration
University Tufts University
Grafton, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

The Foster Hospital for Small Animals and the Hospital for Large Animals are the flagship teaching Hospitals of the Cummings School of Veterinary Medicine, with approximately 37,500 Foster Hospital admissions and 1,900 Large Animal Hospital admissions per year. Both hospitals provide specialist and referral veterinary care for clients and patients throughout New England. They service as the primary clinical training environment for Cummings School Veterinary students, interns and clinical residents and serve as the primary location for its clinical research enterprises.

The Administrative Assistant for Hospital Administration supports the Medical Director and Hospital Administrator in the functions of the hospital including faculty and staff contact, team management, operational systems analyses and streamlining, marketing, development, client service and day to day office responsibilities.

The Administrative Assistant acts as the first line of response for faculty, students, clients, donors, dean and other senior leadership of the school, members of the community and corporate contacts. This individual will direct, respond to, organize and process all correspondence and communication for the Medical Director and Hospital Administrator. S/he must have a positive, enthusiastic, welcoming demeanor and comprehensive knowledge of the day to day responsibilities of the hospital administration to ensure that the office runs smoothly. The Administrative Assistant coordinates the daily activities for the office of Hospital Administration with professionalism, shows tact and diplomacy when dealing with concerns of constituencies, and appreciates the mission of the hospital. Duties of this position include maintaining calendars, coordinating meetings, drafting routine correspondence, proofreading moderately complex documents, preparing spreadsheets, coordinating travel arrangements, screening phone calls, maintaining files, processing financial forms and acting as a department resource in answering questions or directing concerns to the appropriate person. This individual coordinates special projects, analyses, committee meetings, agenda and minutes. S/he interacts with the marketing coordinator to achieve hospital goals. S/he must be technically savvy and possess a keen ability to handle multiple concurrent tasks to support and manage daily operations of the office. This position has a direct reporting relationship to the Medical Director and Hospital Director with their daily responsibilities of managing both hospitals. This position will also provide support to the Associate Medical Directors as related to hospital business.


Basic Requirements:
High School Diploma with 5 years related experience. Strong administrative skills are required, as well as advanced computer skills including knowledge of MS word, Excel, PowerPoint, Access and Adobe Acrobat Writer, internet social media, and a typing speed of >70 WPM. Ability to lift up to 25 lbs. with or without accommodation.

Preferred Qualifications:
Associates Degree with 2 years related experience. Previous experience in a client service environment or an executive office is desirable. Superior customer experience and communication skills, light HTML skills, MS Publisher.

Detailed work, frequent deadlines, ability to work independently and function as part of a team. The position requires a person to be self-motivated, need minimal supervision and be able to perform in a stressful environment, meeting multiple deadlines under pressure during busy times. Should demonstrate initiative and good judgment with confidential information.

Special Work Schedule Requirements:
Position requires flexibility to work an hour either side of the schedule when needed for completion of special projects and/or events.

An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.

Equal Opportunity Employer – minority/females/veterans/disability/sexual orientation/gender identity

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