Administrator

Brookline, MA 02468

Posted: 10/07/2019 Employment Type: Contract Specialty: Office Services Job Number: 84823

A reputable medical facility in Brookline, MA is seeking an experienced Administrator to join their team. In this contract role, you are accountable for the overall administration of the Office of Strategic Communication, which includes enterprise communication, media relations, marketing, and other functions. If you have seven-plus years of experience supporting an executive, apply today!

Responsibilities for the  Administrator:
  • Assist in the preparation of the annual operating budget
  • Present budgets to leaders and complete related financial analyses to support programs contained in the budget
  • Prepare monthly reports for multiple cost centers, reconciling against the budget, and in accordance with accepted accounting practices
  • Ensure that all contractual relationships and obligations are appropriately reflected in the budget
  • Oversee billing, vendor contracts and monitors vendor activities
  • Oversee the human resource operations for the department
  • Hire, manage and schedule administrative staff
  • Build strong relationships with constituents across the company; serve as the primary contact for the Office of Strategic Communication for the resolution of administrative, human resource or financial issues
  • Administrative support to the SVP/Chief Communication Officer, VP/Chief Marketing Officer, Director, News & Enterprise Communication and other departmental leaders
  • Oversee calendar management and schedules for the SVP/Chief Communication Officer, VP/ Chief Marketing Officer, and Director, News & Enterprise Communication
  • Perform all Accounts Payable tasks
  • Establish a rigorous monthly budget vs actual expense review, A/P reconciliation and reporting process for both operational and capital expenses
  • Monitor the department’ s financial performance across many cost centers; monthly accounting reconciliation with the hospital’ s financial accounting/reporting system
  • Meet with hospital finance team reps and leaders on a monthly basis to review and ensure accurate tracking of budget vs expenses
  • Manage repository of digital copies of fully executed vendor contracts
  • Manage FY year-end invoice gathering, budget reconciliation, reporting and accruals process
  • Maintain contracts and act as liaison with the Contracting Office
  • Manage Kronos; approve timesheets, track Benefit Time (BT) and process BT cash outs
  • Manage distribution lists and send department and hospital-wide communications
  • Schedule and book space for department meetings
  • Oversee ordering for department, including office supplies, computers, and special requests
  • Process and track expense reports for departmental leaders
  • Reconcile corporate credit cards and track spending and reimbursements
  • Enter and track new requisitions in Taleo
  • Liaise with HR to review applications and schedule interviews for viable candidates
  • Manage Peoplesoft trees; enter data changes, merit reviews, spot bonuses and termination and transfers for teams
  • Facilitate onboarding of new employees
  • Track and report on compliance with annual performance reviews, flu shot attestation and other requirements
  • Confirm that staff exits are processed in PeopleSoft, computer equipment, ID badges, are returned
  • Coordinate staff meetings, annual team retreat and other departmental meetings
  • Act as liaison to building management to ensure that the work environment is optimal
  • Maintain departmental documentation
  • Oversee and manage the inventory of all employee equipment, including laptops, cell phones, etc.

Requirements for the  Administrator:
  • Bachelor’ s degree
  • Accounting/financial management experience
  • Knowledge of financial systems and controls, federal, state and local reimbursement issues and health care regulations; budget management
  • Seven years of progressively responsible experience in a related field
  • Experience supporting an executive and supervisory experience
  • Ability to work under pressure and handle a wide variety of simultaneous activities and confidential matters with discretion
  • Outstanding interpersonal skills, ability to handle sensitive issues
  • High degree of confidentiality and ability to manage sensitive issues related to personnel and finances
  • Outstanding organizational skills are necessary to manage many competing timetables and responsibilities
  • Ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives
  • Ability to work independently and to accept responsibility for complex and sensitive decision-making
  • High degree of analytic ability to manage the financial and human resources aspects of the position         
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Must be eligible to work in the U.S. without sponsorship                     

Contract Employee Benefits:
  • Health and Dental
    • Contract employees are eligible for subsidized health and dental insurance coverage upon completion of 120 hours on assignment within four (4) consecutive weeks working a minimum of thirty (30) hours per week.
  • Paid Sick Leave
    • Contract employees who are employed to work in the Commonwealth of MA may accrue and use up to forty (40) hours of paid sick leave per calendar year in increments of no less than one (1) hour.
  • 401(k) Plan
    • Regularly recruited contract employees, who are U.S. citizens aged twenty-one (21) or older, are eligible to contribute to KNF&T’ s retirement savings plan with Fidelity Investments.
  • Short Term Disability
    • Contract employees are eligible for subsidized short term disability, covering up to 12 weeks of a disability including maternity leave.
  • Free Training
    • KNF&T uses a state of the art e-Learning software training system. We encourage all our contractors to take advantage of this training, which is available 24 hours a day, 7 days a week.

 

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