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82342BRJob Posting Title:Sr. Administrative Associate- 100% in personDepartment:Cardiovascular SurgeryAutoReqId:82342BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description: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.

Department Summary:

Assisting team of Surgeons in managing daily administrative operations of a clinical

service, medical/surgical practice, and business or management office. Leads and performs administrative functions requiring in-depth knowledge of departmental programs and services. Organizes and leads provision of secretarial and administrative support services. Acts as the “go-to” person for the administrative staff.

Key Responsibilities:

+ Schedules appointments and meetings and maintains supervisor's personal calendar.

+ Reserves meeting locations, orders needed supplies and services, and prepares agenda and other

materials.

+ Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary.

+ Leads and directs provision of secretarial, clerical, and administrative support services for department/service.

+ May plan work schedules to ensure adequate coverage for critical administrative/clerical functions.

+ Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures.

+ Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data.

+ Oversees input of information into computer databases and spreadsheets, monitors data validity, and compiles, prints, and distributes periodic reports

+ Monitors and reconciles budget reports and department expenses

+ Collects, organizes, and prepares information, documents, and other materials required for preparation of annual budget, grant applications, and other reports and documents for administrative, financial, clinical, and/or research purposes.

+ Organizes and maintains daily administrative operations of department.

+ Prepares, verifies, and monitors departmental payroll and maintains related records.

+ Monitors employee review dates, terminations, and other personnel actions

+ Coordinates administration of departmental fellowship and/or residency programs, training grants and related programs.

+ Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events.

+ Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees, and monitors expenses

+ Manages department supply and equipment inventory, approves standard purchases and repairs within budget, and recommends non-routine purchases.

+ Prepares a variety of documents by transcribing dictation or drafts, including confidential and complex materials.

Minimum Qualifications

Education:

+ High School diploma (Bachelor preferred)

Experience:

+ 2+ years of healthcare administrative experience

Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.

+ Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations

Schedule-100% in person. M-F 8:30-5

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.

Office/Site Location:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Onsite Only