ADMINISTRATIVE ASSISTANT (1) HYBRID ROLE- NEWTON

This Administrative Assistant role provides administrative support for all Case team Startups and Closeouts by processing weekly Payment Reports.

The CAA acts as a liaison/coordinator among various departments, including the Case Team Assistants (CTAs), Finance, and the Business Development (BD) Team.

• Monitor upcoming new cases and coordinate with the BD Team on startup timing
• Set up new case record in CRM system
• Initiate creation of case folder in SharePoint; verify accuracy upon completion
• Assign folder permissions in SharePoint, as requested
• Verify that project information has flowed properly to internal databases
• Schedule case kickoff meeting for team and run reports for Finance, as required
• Update CRM and SharePoint site permissions for staffing updates and changes to project scope

The CAA has primary responsibility for triggering the knowledge capture and financial closeout processes for all cases. CAA I will execute the knowledge capture process by working with teams to complete all closeout assignments and maintain detailed records of case work in our internal databases.

• Initiate Closeout Process: identify projects ending and run weekly report.
• Coordinate and run closeout meeting and record case information in internal databases
• Generate and distribute outstanding closeout task reports
• Track and record status updates for all outstanding closeout and capture tasks
• Execute and verify the case folder archive process in SharePoint
• Address ad-hoc case folder permission Help Desk tickets
• Maintain proper security of all case folders and data-specific subfolders in accordance with company policy
• Work with Compliance Officer to monitor and support project security requirements
• Generate quarterly case reports for senior management review
• Help to ensure that all expert payment information is updated in internal databases and provide coordination with Finance, Case Team Assistants and third parties.
• Run and distribute weekly Expert Payment Reports
• Update internal databases with payment information
• Create thank you letters for completed payments
• Request and process W-9s
• Create and update Outlook calendar invitations to accommodate schedule changes/cancellations, new or departed employees, location changes, etc.
• Coordinate with office administrator to book and prepare meeting space
• Act as point person for employees to schedule presentations. Review available dates, confirm agenda, and schedule reminders

WHAT YOU NEED:

• Experience in an administrative role, one year preferred
• Proficiency with Microsoft Office, including Word, Outlook, and Excel
• Familiarity with PowerPoint a positive, but not required
• Experience with SharePoint a positive, but not required
• Ability to quickly learn new database/software systems
• Professionalism, including company confidentiality and data security requirements
• Ability to work in a fast-paced environment and manage multiple tasks
• Accuracy and exceptional attention to detail
• Excellent written and oral communication skills
• Exceptional organizational skills and ability to prioritize
• Ability to work independently, yet be a strong team player
• Demonstrated strong work ethic

A successful candidate:

• Has a genuine interest in the healthcare industry
• Has a two- or four-year college degree or equivalent experience
• Is personable and service-oriented