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Administrative Associate III

1 month ago

Boston, Massachusetts, United States Boston Children's Hospital Full time
Job Summary:

The Administrative Associate III will provide administrative support to the Division of Adolescent and Young Adult Medicine. The successful candidate will assist the supervisor with special projects, prepare complex reports and documents, and perform other related duties as requested.

Key Responsibilities:

* Assist supervisor with special projects and preparation of complex reports and documents.
* Collect and compile information from diverse sources, perform calculations, create charts, graphs, and spreadsheets, and perform other related duties as requested.
* Transcribe and type correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft.
* Prepare documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages.
* Proofread and edit materials for grammar, punctuation, and spelling.
* Answer, screen, and route telephone calls and greet and direct visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Receive, screen, and draft responses to correspondence.
* Schedule appointments and meetings and maintain personal calendars for physician/supervisor(s). Reserve meeting locations, orders supplies and equipment 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 requests equipment repair services as needed. Receives and reconciles 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. Communicates with other hospital departments to resolve delays and errors.
* Lead and oversee work of designated office support personnel. Plan, prioritize, and delegate work assignments and monitor performance, providing feedback and guidance as needed. Serve as a resource on departmental policies and procedures and provide assistance in resolving administrative problems and issues. Train and orients new personnel and participate in selection, evaluation, and discipline of subordinate staff as appropriate.

Requirements:

* High School diploma/GED
* One year of related experience
* Cover Letter preferred

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.