Administrative Associate II - Onsite only

at  Boston Childrens Hospital

At Boston Children’s Hospital, the quality of our care – and our inclusive hospital working environment – lies in the diversity of our people. With patients from local communities and 160 countries around the world, we’re committed to reflecting the spectrum of their cultures, while opening doors of opportunity for our team. Here, different talents pursue common goals. Voices are heard and ideas are shared. Join us, and discover how your unique contributions can change lives. Yours included.
This position is full-time Evenings, 3pm-11:30pm and is 100% onsite @ Boston Children’s Hospital.

TO QUALIFY, YOU MUST HAVE:

• Work requires a high school level of educational development.
• One year of administrative experience strongly preferred.
• Work requires the analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
• Work requires 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.

• Typing correspondence, forms, reports, manuscripts and other materials involving complex scientific, technical and/or specialized terminology from rough draft. Preparing documents using specialized software, such as desktop publishing or graphics packages. Proofreading and editing materials for grammar, punctuation and spelling.
• Answering, screening and routing calls and greeting and directing patients/families, visitors and staff. Providing routine and/or standardized information within scope of knowledge and authority. Drafting responses to routine correspondence.
• Providing support the the Central Staffing Office with assigning and checking in the Patient Observers in the evening shift when the COPP is rounding.
• Scheduling appointments and meetings and maintaining calendars for physician/supervisor(s). Reserving meeting locations, ordering refreshments and preparing agenda and other materials. Preparing travel arrangements as necessary. 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 and performing other related duties.
• Maintaining departmental files, records and databases. Entering information from source documents into databases and/or spreadsheets, compiling, printing and distributing 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 supplies and requesting equipment repair services. 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.
• 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.
• Performing routine administrative duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials and sorting, collating and distributing documents.
• Providing a positive and effective customer service that supports departmental and hospital operations.