Administrative Associate II- 100% in person

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 contribution can change lives. Yours included.

Position Summary/ Department Summary:
The Administrative Associate II – Patient Flow & Capacity Center will be responsible for

• Document Preparation: Transcribe and type correspondence, forms, reports, and other materials involving complex scientific and technical terminology. Utilize specialized software for formatting and graphics, ensuring all documents are proofread and edited for accuracy in grammar, punctuation, and spelling.
• Communication and Support: Answer, screen, and route phone calls; greet and direct patients, families, visitors, and staff. Provide standardized information as needed and draft responses to routine correspondence.

• Scheduling and Coordination: Manage appointment and meeting schedules for physicians and supervisors. Reserve meeting spaces, arrange for refreshments, prepare agendas, and handle travel arrangements.
• Assist in organizing departmental conferences and events, including registration and supply management.
• Records Management: Maintain departmental files, records, and databases.
• Input data from source documents into computer systems, compile reports, and manage the office library of reference materials.
• Monitor and maintain office equipment and inventory supplies. Reorder standard supplies as needed and coordinate repairs. Reconcile supply orders and invoices, addressing any discrepancies with vendors and support services.
• Prepare, route, and track administrative forms and documents, ensuring necessary authorizations are obtained. Collaborate with other departments to address any delays or issues.
• Perform routine clerical tasks, such as sorting mail, managing patient records, photocopying, and distributing documents.
• Deliver positive and effective customer service that supports the operations of the department and the hospital as a whole. Assist with timekeeping.

Schedule: M-F- 7a-3:30p 100% on site

Minimum qualifications:

• Education Required: High School Diploma or GED
• Work Experience Required: No prior experience required; basic computer skills are necessary.
• Ability to work in a fast-paced environment
• Efficient at multi-tasking and detail-oriented
• Basic computer skills and understanding of Microsoft programs, including Excel

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.