Administrative Associate II – Office of Postdoctoral Affairs

The mission of the Office of Postdoctoral Affairs (OPA) is to enrich the BCH fellowship experience by providing training in scientific writing (grants and manuscripts) career development workshops, networking opportunities, and monthly socials to provide a venue for interaction among research and clinical fellows across the hospital. Open to all clinical and research postdoctoral Fellows, our goal is to to provide training in areas not normally covered by divisional and departmental programs, while also providing venues for interaction among fellows from all departments, giving a greater sense of belonging to the Boston Children’s Hospital community.

The Administrative Associate II will be responsible for:

1. Preparing emails, postings and flyers requiring stylized formats and lettering or graphics using software, such as desktop publishing or graphics packages. Proofreading and editing materials for grammar, punctuation and spelling.
2. Answering, routing emails and greeting and directing fellows and staff. Providing routine and/or standardized information within scope of knowledge and authority. Responding to routine email correspondences.
3. Scheduling meetings and maintaining calendars for the Office of Fellowship Training. Reserving meeting locations, ordering refreshments and preparing agenda and other materials. Preparing travel arrangements and reimbursements as necessary. Assisting in organizing and scheduling conferences, seminars and other department sponsored programs or events, by preparing flyers, ordering supplies and services and performing other related duties as assigned.
4. Maintaining departmental website, files, expense records and databases. Entering information from source documents into computer databases and/or spreadsheets. Monitoring and maintaining 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.
5. Preparing, routing and tracking 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.
6. Performing administrative duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.
7. Providing positive and effective customer service that supports departmental and hospital operations.

To Qualify You Must Have:

1. High School Diploma/GED
2. Basic computer skills
3. Analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
4. 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.