Administrative Associate III - Boston Children's Hospital

The Administrative Associate III:

• Assists supervisor with special projects and preparation of complex reports and documents. Collects and compiles information from diverse sources, performs calculations, creates charts, graphs, and spreadsheets, and performs other related duties as requested.
• Transcribes and types correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepares documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Answers, screens, and routes telephone calls and greets and directs visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Receives, screens, and drafts responses to correspondence.
• Schedules appointments and meetings and maintains personal calendars for physician/supervisor(s). Reserves meeting locations, orders supplies and equipment and prepares meeting agenda and other materials. Prepares travel arrangements as necessary. Assists 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, and performing other related duties as assigned.
• Maintains departmental files, records, and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintains department/office library of reference books, journals, slides, films, and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders standard office supplies according to established guidelines and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicates with hospital support service departments to request needed services.
• Prepares, routes, and tracks routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.
• Leads and oversees work of designated office support personnel. Plans, prioritizes, and delegates work assignments and monitors performance, providing feedback and guidance as needed. Serves as a resource on departmental policies and procedures and provides assistance in resolving administrative problems and issues. Trains and orients new personnel and participates in selection, evaluation, and discipline of subordinate staff as appropriate.
   

To qualify, you must have:

• High School Diploma/ GED
• 1 year of relevant experience     
• An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.
• Initiative in improving operations within area/department, and the ability to assist in implementing changes.         
• Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes.