Kaitlin Lucarelli
North Weymouth
Summary
an administrative professional with nine years of experience implementing new policies and procedures, scheduling complex calendars, and executing long term goals in a corporation
Overview
15
15
years of professional experience
Work History
Sr Administrative Specialist (Temporary)
BWH, Division of Thoracic & Breast Imaging
05.2025 - Current
- Perform administrative duties under minimal supervision at the highest proficiency level.
- Coordinator fellowship orientation and on-boarding/off-boarding (incoming fellows, outgoing fellows, residents).
- Provides direct support to Division Chief and Administrator.
- Ability to problem solves and decide best course of action with little direction.
- Act as a lead, assign and prioritize workflow, troubleshoot issues, aid with training and orientation, and provide backup support for the Supervisor.
- May direct workflow and lead others. Mentor other staff.
- Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as proper with little direction from Supervisor.
- Track expense budgets, perform basic bookkeeping tasks and create financial reports.
- Aid with training and orienting staff as needed.
- Works with program leadership to support and distribute a resident's handbook, which will include department specific policies, procedures, and information.
- Processes and tracks CME resident reimbursements for qualifying educational expenses.
- Coordinates and administers in-training examinations for residents.
- Manages daily operations of residency program, ensuring compliance with ACGME and institutional policies.
- Maintains exact records and documentation for accreditation, evaluation, and reporting purposes.
- Coordinates bi-annual Clinical Competency Committee (CCC) meetings and tracks milestone completion on ACGME portals.
- Manages Program Evaluation Committee (PEC) meetings, ensuring compliance with ACGME standards.
- Mandatory attendance to the monthly coordinator meeting hosted by GME.
- Coordinates clinical and didactic schedules, ensuring proper faculty and resident assignments.
- Oversees resident rotation schedules, working with program leadership and hospital departments.
- Organizes and tracks evaluations, faculty feedback, and performance milestones using New Innovations.
- Enters and manages block schedule setup in MedScheduler and ensures synchronization with New Innovations.
- Manages New Innovations and the residency program evaluation system. Enters and creates new evaluation forms and tracks duty hours.
- Tracks faculty and resident completion of evaluations and sends out reminders.
- Manages residency and fellowship recruitment via ERAS and NRMP, coordinating interview days and faculty assignments.
- Supports Thalamus scheduling for applicant interviews and helps on interview days.
- Facilitates onboarding for new trainees, including credentialing, orientation, and compliance documentation.
- Maintains ACGME-mandated records and reporting, including program evaluations and resident performance tracking.
- Supports annual program updates via WebADS.
- Uploads milestones twice a year to the ACGME and specialty board platform.
- Helps with self-study and site visit preparation to ensure continued accreditation.
- Organizes and supports special events, including graduation and intern orientation.
- Maintains resident praise documentation, tracking positive feedback and commendations.
- Manages one-time payments and time off requests for residents.
- Ensures correct program letters of agreement (PLAs) per ACGME and institutional guidelines, collects signatures, and submits to GME for review and finalization.
Administrative Coordinator (Temporary)
BILH, Clinical Trials Office
07.2024 - 08.2024
- Primarily responsible for drafting, revising and negotiating Industry-Sponsored Clinical Research Agreements, Amendments, Subcontracts, Confidentiality Agreements, Service Agreements, and Master Agreements on behalf of BIDMC for human subject research.
- Collaborates with the Office of General Counsel and Institutional Review Board (IRB) to find, define and resolve clinical research issues that may impact institutional guidelines and policies related to clinical research.
- Understands and keeps current with FDA and Medicare regulations applicable to clinical trials. Implements rules, regulations, guidelines and state and federal laws regulating clinical trials.
- Enters and supports data in the medical center's clinical research database. Perform queries for PI's, industry sponsors and administration as requested. Tracks the status of each ongoing agreement negotiation using the departmental database.
- Liaises with the IRB as needed; handles IRB inquiries about coordination between the informed consent form and the agreement.
- Provides prompt and regular status update of contract negotiations to PI's and administration. Meets or exceeds targeted turnaround times from receipt of original contract to executed agreement. Works with the administrator in the Clinical Trials Office to support a database of turnaround times, analyze workflow, and track and check turnaround time criteria and metrics.
- Schedule study visits and research tests.
- Complete study orders and other patient forms.
- Conduct study protocols on participants.
SR Administrative Assistant (contract)
BWH, Department of Dermatology
06.2023 - 10.2023
- Provided administrative support to ensure the efficient and effective day-to-day functioning of two Vice Chair and two senior physicians for the Department of Dermatology.
- Managed, planned, and confirmed the calendar of meetings, business trips and presentations.
- Maintained up-to-date yearly calendar of commitments and resolve conflicts and prioritize meetings by calling calendar issues to attention in advance of deadline. Planning and timely notification of meetings and appointments using independent judgment in setting.
- Collaborated with other senior staff, EAs, and individuals outside of the organization to ensure sound calendar management, adequate balance of meeting time, work time and general availability and ensure adequate travel time in schedules.
- Supported meetings by reserving conference rooms, arranging AV and teleconferencing equipment, and by ordering food as necessary. Collects, organizes, summarizes materials for presentations, including presentations to the Board of Trustees, the BWH/MGH Committees, MSEC, etc.
- Arranged travel, to include airfare, both national and international hotel reservations, ground transportation, etc.
- Supported candidates throughout the interview process including scheduling interviews, coordinating the drug screenings and background checks, and onboarding new faculty and staff.
Administrative Assistant (contract)
Northeastern University, SFS
06.2022 - 01.2023
- Managed all administrative needs to ensure that Dean’s time is effectively distributed, and that the Dean has the information/materials needed to advance the priorities of the unit.
- Tracked expense reports for the Dean and Senior Leadership Team using Concur and Microsoft Excel.
- Managed the calendars, background materials and all travel arrangements as needed for meetings and events using Microsoft Outlook.
- Initiated and coordinated all aspects (e.g., facilities, menu selection/catering, audio/visual, conference phone, agenda items, minutes, etc.) of regularly scheduled meetings and special events.
- Managed onboarding process of new staff members (reserved desk space, oversee I9 form processing, assisted with job description and postings for new roles both permanent and temporary) using HR Workday.
- Plan, coordinate, and execute a variety of social and professional events for IT staff, including but not limited to workshops, seminars, and team-building activities.
- Lead the Morale Committee, fostering collaboration and innovation in event planning and execution for SFS staff.
Program Manager (contract)
Northeastern University, CPS
10.2021 - 11.2021
- Facilitated and supervised the hiring and on-boarding of new part-time lecturers, staff, and students.
- Oversaw all project efforts between research communities to support the advancement of their program and research in graduate programs in Public Relations, Human Resources, and Communications.
- Worked closely with the Institute’s Director and Research Fellows to scope and execute symposiums, workshops and Distinguished Speakers.
- Lead monthly event meetings and works closely with the Marketing Communication Specialist to collaborate on promotional strategies and oversees the Administrative Coordinator’s efforts to manage weekly seminars.
- Coordinated exam administration by reserving room, scheduling proctors, conducts “check-in” of candidates, including identity check, and distributing and collecting exam materials each term.
- Coordinated with Student Services team and MET academic departments to ensure correct program implementation based on customized program options and partner curricula requirements.
- Managed the internship program in coordination with placement agency and ISSO for CPT authorization. Provided Projections and reports as requested.
- Measure and report on the effectiveness of events and programming, using feedback to continuously improve engagement strategies.
- Manage resources effectively to deliver high-quality events and programming.
Faculty Assistant (contract)
Harvard Medical School
05.2021 - 07.2021
- Responsible for a large volume of varied, detail-oriented tasks, ranging from travel planning and scheduling online literature searches using Egencia.
- Administrative duties include drafting and editing of correspondence, editing/proofreading documents, processing reimbursements, coordinating group meeting schedules, visitors' schedules and special events, filing, ordering office supplies, and other organizational tasks as needed utilizing Concur.
- Helped with course preparation including updating syllabi, finding books and articles, photocopying, ordering desk copies, supporting course websites, and preparing lecture PowerPoint presentations.
- Made complex international and domestic travel arrangements using Expedia and other preferred travel partners.
- Orchestrated meetings of researchers as needed (including coordination of videoconferencing).
- Maintained database of references for faculty and inserted correct citations in various publications.
- Prepared graphics, charts, statistical tables and spreadsheets for courses and faculty publications.
- Helped in preparation of grants and faculty projects such as conducting online research, gathering data, and summarizing findings.
- Coordinated events, including workshops, conferences, seminars, and colloquia.
Staff Assistant (contract)
Tufts University
03.2020 - 07.2020
- Provided clerical support to director or other administrative managers or department, including correspondence. Coordinates supervisor’s calendar, schedules appointments, screened calls and responds to inquiries as appropriate.
- Supports HR functions for the college. Recruitment support includes coordinating searches, reviewing, and screening resume when asked; processing hiring paperwork and helping with untrained staff onboarding. Works with managers and FAS HR to process leaves, terminations, compensation changes of job titles, staff increases or decreases, job audits, and off-board employees. Administers biweekly and weekly and temporary payroll and time-off requests.
- Responsible for responding to inquiries from employees who have a need for a leave; ensuring that employees have eligibility information and know how to request leave and/or file a claim with the respective vendor for the type of leave they are looking for.
- Provides end-to-end case management and consultative support to employees and manager throughout the leave process.
- Provides information and guidance to the employee, manager, disability payroll, local payroll, and HR during the claims process, including communicating changes about leave status, return to work arrangements and collaborating on reasonable accommodation processes.
Executive Assistant
McFarland Ford Sales Inc.
11.2010 - 10.2016
- Greeted visitors, vendors, employees, and clients in a professional manner. Ordered and restocked office and kitchen supplies for the company. Processed payroll for all employees using ADP Workday.
- Administered new hire paperwork utilizing ADP Workday (I-9 verifications, conducted background and reference checks, and managed personnel files).
- Handled outgoing and incoming mail and packages.
- Arranged candidate interviews for all managers and greeted candidates to provide an exceptional candidate experience.
- Provided support to the President and General Manager with special projects, calendar management, travel arrangements, and event coordination (SPCA, American Red Cross).
- Respond promptly to customer inquiries via email, maintaining high levels of professionalism and customer satisfaction.
- Effectively multitask and manage various customer service requests and administrative duties.
- Learn and adapt quickly to new tools, systems, and processes to better assist customers.
- Manage incoming requests in a fast-paced, high-volume environment, demonstrating agility and adaptability.
- Be resourceful in providing solutions to customer needs, navigating complex scenarios when necessary.
- Reviews all customer sales transactions (deals) for accuracy, completed information, deposits or C.O.D.'s and attached required documents (e.g., purchase and sale agreement, insurance binder, credit application & finance contract-if applicable) and notifies applicable dealership personnel of required documentation needed via e-mail.
- Ensures the Customer Financing Contract is complete (e.g., all signatures and required information is properly documented) per the lending institution's requirements.
- Coordinates and ensures that all trade-in paperwork information has been received and is complete (e.g., Odometer statement, Title, Duplicate Title Form, required fees).
- Reviews sales data information initiated by Sales & Finance personnel for accuracy, then transfers this information into the appropriate accounting systems via computerized methods to balance customer accounts and vehicle inventory.
- Verifies aftermarket product costs.
- Reviews and adjusts schedules as assigned.
Education
Bachelor of Arts -
Curry College
Million, MA05.2009
Skills
- Concur (Expense Reporting), Slack, Blue Jeans, Salesforce, PeopleSoft (HR & Payroll), Banner systems, Canvas, Adobe Creative Suite, HR Workday (Onboarding), Egencia, SAP, EPIC, HR WorkDay
- Google Suite (Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, Google Slides)
- Advanced Microsoft Suite (Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Teams, Sharepoint, OneDrive, Dropbox)
Timeline
Sr Administrative Specialist (Temporary)
BWH, Division of Thoracic & Breast Imaging
05.2025 - Current
Administrative Coordinator (Temporary)
BILH, Clinical Trials Office
07.2024 - 08.2024
SR Administrative Assistant (contract)
BWH, Department of Dermatology
06.2023 - 10.2023
Administrative Assistant (contract)
Northeastern University, SFS
06.2022 - 01.2023
Program Manager (contract)
Northeastern University, CPS
10.2021 - 11.2021
Faculty Assistant (contract)
Harvard Medical School
05.2021 - 07.2021
Staff Assistant (contract)
Tufts University
03.2020 - 07.2020
Executive Assistant
McFarland Ford Sales Inc.
11.2010 - 10.2016
Bachelor of Arts -
Curry College
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