Administrative Associate II

Updated: about 2 months ago
Location: Brookline, MASSACHUSETTS


Posted: 16-Feb-24

Location: Brookline, Massachusetts

Salary: Open



Internal Number: 73787BR

Job Summary
Provides administrative support for a business unit. Assists in organizing and scheduling conferences, seminars, and other department programs or events. Maintains calendars for physicians/supervisors, departmental files, records, and databases. Provides positive and effective customer service that supports department and hospital operations. Oversees various administrative functions requiring in-depth knowledge of department programs and services.
The Administrative Associate II will be responsible for:
  • Transcribing and typing correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft.
  • Preparing documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages.
  • Proofreading and editing materials for grammar, punctuation, and spelling.
  • Answering, screening, and routing telephone calls and greeting and directing patients/families, visitors, and staff.
  • Providing routine and/or standardized information within the scope of knowledge and authority. Drafting responses to routine correspondence.
  • Scheduling appointments and meetings and maintaining personal calendars for physician/supervisor(s).
  • Reserving meeting locations, ordering refreshments, and preparing meeting agendas 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 as assigned.
  • Maintaining departmental files, records, and databases.
  • Entering information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed.
  • Maintaining department/office library of reference books, journals, slides, films, and other materials.
  • Monitoring and maintaining office equipment and supply inventory. Reordering standard office supplies according to established guidelines and requesting equipment repair services as needed.
  • 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.
  • 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.
  • Performing routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials, and sorting, collating, and distributing documents.
  • Providing positive and effective customer service that supports departmental and hospital operations.
To qualify, you must have:
  • High School Diploma/ GED
  • Basic Computer Skills
  • Analytical skills and judgment to interpret data and act appropriately in circumstances or situations vary.
  • Ability to communicate effectively orally and in writing and empathize 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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About Boston Children's Hospital
Boston Children's Hospital is a 395-bed comprehensive center for pediatric health care. As one of the largest pediatric medical centers in the United States, Children's offers a complete range of health care services for children from birth through 21 years of age.
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