Administrative Associate II

1 week ago

Boston, United States Children's Hospital Boston Full time

The Advocating Success for Kids Program at Boston Children's Hospital works with children who are having learning, developmental, emotional, or behavioral problems at school or at home. Our multidisciplinary team offers evaluation of developmental, learning, and/or behavioral difficulties, referral for services, and advocacy. We serve the Children's Hospital Primary Care Center and Martha Eliot Health Center. The Administrative Associate will work with a multidisciplinary team to provide administrative support to a busy clinic.

The Administrative Associate II will:

* Manage and track patient referrals in collaboration with the program manager, as well as ensure communication and loop closure with referring provider. Schedule appointments, make reminder phone calls, and ensure that patients remain up to date in care
* Interact and maintain liaison with staff, faculty, and outside/community agencies in facilitating program objectives.
* Support the team through administrative functions such as preparing paperwork for authorizations, collecting records from schools, and acting as the liaison between the clinic and community agencies.
* Answer, screen, and route telephone calls and greet and direct patients/families, visitors and staff. Provide routine and/or standardized information within scope of knowledge and authority. Draft responses to routine correspondence.
* Schedule appointments and meetings and maintain personal calendars for physician/supervisor(s). Reserve meeting locations, order refreshments, and prepare meeting agenda and other materials. Prepare travel arrangements as necessary. Assist 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.
* Maintain departmental files, records, and databases. Enter information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintain department/office library of reference books, journals, slides, films, and other materials.
* Monitor and maintain office equipment and supply inventory. Reorder standard office supplies according to established guidelines and request equipment repair services as needed. Receive and reconcile supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicate with hospital support service departments to request needed services.
* Prepare, route, and track routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicate with other hospital departments to resolve delays and errors.
* Perform routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials, and sorting, collating, and distributing documents.

Schedule will be:

* Monday: Flexible hours between 8:30am and 5pm
* Tuesdays: 8:30 am to 1pm
* Wednesdays: 12pm to 5pm
* Thursdays: 8:30am to 5pm
* Friday: Flexible hours between 8:30am and 5pm

To Qualify You Must Have:

* High School Diploma/GED
* Basic computer skills
* Proficiency in Spanish preferred.
* 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 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. Experience the benefits of passion and teamwork.

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