Administrative Associate II (Martha Eliot Health Center)

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 part time 32 hours per week.

The Administrative Associate II will be responsible for:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. Performing routine administrative duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials and sorting, collating and distributing documents.
8. Providing a positive and effective customer service that supports departmental and hospital operations.

To qualify, you must have:

1. Work requires a high school diploma or GED.
2. Work requires the analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
3. 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 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.

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).

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.