Administrative Coordinator

2 days ago

Boston, Massachusetts, United States Boston Children's Hospital Full time
Administrative Associate Job Description

Boston Children's Hospital is seeking a highly skilled Administrative Associate to join our team. As a key member of our department, you will be responsible for providing administrative support services, leading and directing administrative support services, and planning work schedules to ensure adequate coverage for administrative functions.

Key Responsibilities:

  • Lead and direct administrative support services for the department.
  • Plan work schedules to ensure adequate coverage for administrative functions.
  • Recommend and assist in the development and implementation of departmental administrative policies and procedures.
  • Monitor and maintain department recordkeeping systems, including highly sensitive and/or critical administrative and financial data.
  • Oversee the input of information into databases and spreadsheets, monitoring data validity, compiling, printing, and distributing reports as needed.
  • Monitor and reconcile budget reports and department expenses, researching and resolving errors or discrepancies.
  • Collect, organize, and prepare information, documents, and other materials for the preparation of annual budgets, grant applications.
  • Monitor review dates, terminations, and other personnel actions, and initiate forms and documents.
  • Coordinate the administration of departmental fellowship and/or residency programs, training grants, and related programs.
  • Collect, prepare, route, and track required appointment, credentialing, and licensure documents.
  • Plan, prepare, and organize administrative requirements for seminars, conferences, and other programs or events.
  • Obtain and organize planning information, prepare or order publicity materials and advertisements, reserve event locations and supplies, equipment, and services.
  • Prepare travel arrangements, including airline reservations and hotel accommodations.
  • Monitor and maintain department supply inventory and computer equipment.
  • Serve as a liaison to support service departments to request and coordinate services.
  • Transcribe and type from recorded dictation or rough draft correspondence, reports, manuscripts, charts, and other materials including highly complex and/or confidential financial/business documents.
  • Proofread and edit materials for accuracy, consistency, and clarity.

Requirements:

  • Minimum of two years of administrative work experience required.
  • Work requires the analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
  • Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

Benefits:

  • 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.
  • Boston Children's Hospital requires all employees to be vaccinated against COVID-19 and Flu, (unless you are eligible for a medical or religious exemption).

Equal Opportunity Employer:

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.

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