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Children's Hospital Boston Administrative Associate III (Division of Newborn Medicine) in Boston, Massachusetts

59794BRTitle:Administrative Associate III (Division of Newborn Medicine)Department:Medicine-Newborn MedicineAutoReqId:59794BRStatus:Full-TimeStandard Hours per Week:40 Job 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 contributions can change lives. Yours included.

The Administrative Associate III will be responsible for:

  • Serving as an efficient member of the Division of Newborn Medicine administrative team. Newborn Medicine is a large, complex and fast-paced division with an emphasis on customer-service.

  • Managing the Division’s main office: ordering division supplies; receiving and reconciling supply orders and invoices; identifying and resolving delays, billing errors and discrepancies

  • Maintaining Newborn Medicine office space and equipment. Greeting all office visitors. Organizing mail, answering phone calls, and triaging information requests. Requesting equipment repair and maintenance services, communicating with hospital support service departments, as needed.

  • Scheduling meetings, seminars and conferences; reserving locations, ordering refreshments, preparing meeting agenda and other materials and performing clean up.

  • Planning and organizing all Division functions; identifying and reserving venues, ordering refreshments and favors, managing invitation process and all follow up.

  • Providing direct support for two Division PIs: preparing, approving and processing purchases of and reimbursements for grant and other research equipment, supplies and materials.

  • Preparing manuscripts for submission; preparing grant proposals, progress reports and other required sponsored funding documents for submission.

  • Preparing documents that require stylized formats, lettering and/or graphics using specialized commercial software such as desktop publishing or graphics packages.

To qualify, you must have:

  • High school diploma/GED required; Bachelor’s degree preferred.

  • Two years of previous experience required, preferably in an administrative role.

  • An in depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to functions and services.

  • Initiative in improving operations with area/department, and the ability to assist in implementing changes.

  • Ability to assist in overseeing the daily activities of coworkers to help plan, prioritize and delegate work assignments.

Please note: During a public health emergency, individuals in this role may be expected to take on additional duties to respond to organizational needs.

Boston Children’s Hospital offers competitive compensation and unmatched benefits, including affordable health, vision and dental insurance, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition Reimbursement, cell phone plan discounts and discounted rates on T-passes (50% off). Discover your best.

Boston Children’s Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.

Office/Site Location:BostonRegular, Temporary, Per Diem:Regular

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