Boston Children's Hospital · 5 days ago

Administrative Associate III

United States

Full-time

Remote

Entry Level

1+ years exp

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Responsibilities

Assisting supervisor with special projects and preparing complex reports and documents. Collecting and compiling information from diverse sources, performing calculations, creating charts, graphs, and spreadsheets, and performing other related duties as requested.

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.

Answering, screening, and routing telephone calls and greeting and directing visitors and staff. Providing routine and/or standardized information within the scope of knowledge and authority. Receiving, screening, and drafting responses to correspondence.

Scheduling appointments and meetings and maintaining personal calendars for physician/supervisor(s). Reserving meeting locations, ordering supplies and equipment, and preparing meeting 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 as assigned.

Maintaining departmental files, records, and databases.

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 leading and overseeing work of designated office support personnel. Planning, prioritizing, and delegating work assignments and monitoring performance, providing feedback and guidance as needed. Serving as a source on departmental policies and procedures and providing assistance in resolving administrative problems and issues. Training and orienting new personnel and participating in the selection, evaluation, and discipline of subordinate staff as appropriate.

Qualification

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AdministrationDelegationProblem-SolvingInitiativeTeamwork

Required

High School Diploma/GED

1 year of administration experience

An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services

Initiative in improving operations within area/department, and the ability to assist in implementing changes

Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments