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Children's Hospital Boston Administrative Associate III - Surgery in Boston, Massachusetts

54841BRTitle:Administrative Associate III - SurgeryDepartment:SurgeryAutoReqId:54841BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Description: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 team and discover how your talents can change lives.

Join the team within the Department of Surgery at BCH. This role works closely under the supervision of the Executive Administrative Assistant to the Chief of the Department to handle administrative duties such as scheduling meetings, coordinating various paperwork, scheduling patient appointments and other duties as assigned. This position will also provide support to the Department Executive Administrative Director.

The Administrative Associate III will be responsible for:

  • Assisting supervisor with special projects and preparation of complex reports and documents.

  • Transcribing and typing correspondence, forms, reports, manuscripts from recorded dictation or rough draft. Prepares documents using specialized software such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation and spelling.

  • Answering, screening and routing calls and greets and directs visitors and staff. Provides routine information within scope of knowledge and authority. Receives, screens and drafts responses to correspondence.

  • Scheduling appointments and meetings and maintains calendars for physician/supervisor(s). Reserves meeting locations, orders supplies and equipment and prepares agenda. Prepares travel arrangements. Assists in organizing and scheduling conferences, seminars and other programs or events.

  • Maintaining departmental files, records and databases. Enters information into databases and/or spreadsheets, compiling, printing and distributing reports, mailing labels and other information. Maintains department/office library of reference books, journals, slides, films.

  • Monitoring and maintaining office equipment and supply inventory. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicates with hospital support service departments to request services.

  • Preparing, routing, and tracking administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination.

  • Planing, prioritizing and delegating work assignments 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.

To qualify, you must have:

  • Work requires a high school level of educational development and six months in position as an Administrative Associate II.

  • Work requires an in‑depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to his/her functions and services.

  • Work requires initiative in improving operations within area/department, and the ability to assists in implementing changes.

  • Work requires the ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.

BCH offers competitive compensation and unmatched benefits.

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.Office/Site Location:BostonRegular, Temporary, Per Diem:Regular

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