At Boston Children's Hospital, success is measured in patients treated, parents comforted and teams taught. It's in discoveries made, processes perfected, and technology advanced. In major medical breakthroughs and small acts of kindness. And in colleagues who have your back and patients who have your heart. As a teaching hospital of Harvard Medical School, our reach is global and our impact is profound. Join our acclaimed New Balance Foundation Obesity Prevention Center and discover how your talents can change lives. Yours included.
The Administrative Associate II will be responsible for:
Answering, screening and routing calls and greeting and directing patients/families, visitors and staff. Drafting responses to routine correspondence.
Scheduling appointments and meetings and maintaining calendars for Principal Investigators and other staff as needed. Coordinating Obesity Executive Committee meeting, taking meeting minutes, reserving meeting locations, ordering refreshments and preparing agenda and other materials. Preparing travel arrangements. Assisting in organizing and scheduling conferences, seminars and other department sponsored programs or events, by receiving and recording registration forms and fees, ordering supplies and services.
Maintaining departmental files, records and databases. Entering information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed. Maintaining department/office library of reference books, journals, slides, films and other materials.
Monitoring and maintaining office equipment and supply inventory. Reordering standard office supplies according to established guidelines and requesting equipment repair services as needed. Receiving and reconciling supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicating with hospital support service departments to request needed services.
Receive all timesheets bi-weekly for sign-off and send to department director for approval.
Preparing, routing and tracking routine administrative forms and documents. Routing materials for required authorizations and monitoring receipt by final destination. Communicating with other hospital departments to resolve delays and errors.
Helping to onboard new employees/associated personnel.
Performing routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials and sorting, collating and distributing documents.
Providing positive and effective customer service that supports departmental and hospital operations.
To qualify, you must have:
A high school level of educational development and up to one year of basic secretarial training and six to twelve months of previous experience.
The analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
The ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
Boston Children's Hospital offers competitive compensation and unmatched benefits, including a flexible schedule, affordable health, vision and dental insurance, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition Reimbursement, and discounted rates on T-passes. Discover your best.
Boston Children's Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.
Internal Number: 2821747
About Boston Children's Hospital
Boston Children's Hospital is a 395-bed comprehensive center for pediatric health care. As one of the largest pediatric medical centers in the United States, Children's offers a complete range of health care services for children from birth through 21 years of age.