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Children's Hospital Boston Administrative Assistant III in Boston, Massachusetts

65013BRTitle:Administrative Assistant IIIDepartment:Medicine-Newborn MedicineAutoReqId:65013BRStatus:Full-TimeStandard Hours per Week:40 Job Category:AdministrationJob Posting Description:At Boston Children’s Hospital, success is measured in patients treated, parents comforted and teams taught. It’s in discoveries made, processes perfected, and technology advanced. In major medical breakthroughs and small acts of kindness. And in colleagues who have your back and patients who have your heart. As a teaching hospital of Harvard Medical School, our reach is global and our impact is profound. Join our acclaimed Newborn Medicine team and discover how your talents can change lives.

Under the supervision of the Division Manager, and in direct support of the Medical Director of the Neonatal Intensive Care Unit (NICU), the Administrative Associate III is responsible for providing administrative support essential to the smooth and efficient operation of the Division and the office of the Director.

The Administrative Associate III will be responsible for:

  • Transcribing and typing correspondence, forms, reports, manuscripts, etc that may involve complex specialized terminology. Proofreading and editing materials for grammar, punctuation, and spelling.

  • Maintaining Division files, records, and databases; maintaining clinical database and performing analyses, as required.

  • Coordinating, organizing, and maintaining monthly and yearly schedules for Division level III NICU attending physicians, employing constant monitoring, negotiation, correspondence, and problem solving skills. Coordinating and maintaining highly time-sensitive monthly off-hours schedule for BCH NICU staff; ensuring necessary emergency back-up preparedness and response.

  • Coordinating seminars, conferences: reserve locations; disseminate announcements; order refreshments/perform clean up; prepare meeting agenda and other materials; update meeting minutes and folders. Manage international NICU visitor schedules, including correspondence, badge requests, and occupational health arrangements.

  • Assisting with all aspects of Medical Director’s staff appointments at numerous local hospitals.

  • Coordinating submission and maintenance of Institutional Review Board (IRB) applications for both new and existing protocols. Managing applications submitted to the Harvard-wide Neonatal Research Review Committee.

  • Serving as admin resource for the BCH NICU and its administrator for database requests; maintenance nd upkeep of photoboard, article board, bedside cards, etc. Coordinating patient experience projects for NICU patient families.

  • Efficient operation of the Division's Hunnewell office. Triaging calls and greeting visitors and staff; scheduling appointments and maintaining calendars. Monitoring and maintaining office equipment, and office and kitchen supplies; reordering supplies and requesting equipment repair services.

To qualify, you must have:

  • Work requires a high school level of educational development and 1 year of health care administration experience.

  • Work requires an in‑depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to his/her functions and services.

  • Work requires initiative in improving operations within department, and the ability to assists in implementing changes.

  • Work requires the ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.

Please submit a cover letter with your resume.

Boston Children’s Hospital offers competitive compensation and unmatched benefits, including a flexible schedule, affordable health, vision and dental insurance, generous levels of time off, 403(b) Retirement Savings plan, Pension, Tuition Reimbursement, and discounted rates on T-passes.


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