Administrative Associate III

Title: Administrative Associate III

Location: MA-Boston

Work Type: Hybrid, Full Time

Job Description:

Key Responsibilities:

• Schedule appointments and meetings and maintain personal calendars for physician(s)/supervisor(s). Reserve meeting locations, order supplies and equipment, and prepare meeting agenda and other materials. Prepare travel arrangements as necessary. Assist 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. 
• Maintain and update social media including website editing for both the Program for Language Equity and the Khan Lab including graphics and embedding images and links.
• Provide administrative support for Dr. Khan’s various clinical trials and Program for Language Equity, including organizing meetings and assisting with trial logistics.
• Process and submit reimbursements for various invoices and adds new vendors to the system, ensuring compliance with lab policies.
• Assist supervisor with special projects and preparation of complex reports and documents. Collect and compile information from diverse sources, perform calculations, create charts, graphs, and spreadsheets.
• Prepare, route, and track routine administrative forms and documents. Route materials for required authorizations and monitor receipt by final destination. Communicate with other hospital departments to resolve delays and errors. 
• Transcribe and type correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepare documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofread and edit materials for grammar, punctuation, and spelling. 
• Maintain departmental files, records, and databases. Enter information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintain department/office library of reference books, journals, slides, films, and other materials.
• Monitor and maintain office equipment and supply inventory. Receive and reconcile supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicate with hospital support service departments to request services needed. 

Minimum Qualifications
Education:

• High School Diploma/ GED; a bachelor’s degree is strongly preferred.

Experience:

• 1 year of relevant experience.     
• An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.

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.