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 team and discover how your talents can change lives. Yours included.

The Administrative Associate II will be responsible for:

• Transcribing and typing correspondence, forms, reports, manuscripts and other materials involving complex scientific, technical and/or specialized terminology from recorded dictation or rough draft. Prepares documents requiring stylized formats and lettering or graphics using specialized software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation and spelling.
• Answering, screening and routing calls and greets and directs patients/families, visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Drafts responses to routine correspondence.
• Scheduling appointments and meetings and maintains calendars for physician/supervisor(s). Reserves meeting locations, orders refreshments and prepares agenda and other materials. Prepares travel arrangements as necessary. Assists 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.
• Maintains departmental files, records and databases. Enters information from source documents into databases and/or spreadsheets, compiling, printing and distributing reports, mailing labels and other information as needed. Maintains department/office library of reference books, journals, slides, films and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders supplies and requests equipment repair services. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicates with hospital support service departments to request needed services.
• Preparing, routing and tracking routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.
• Performing routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials and sorting, collating and distributing documents.
• Providing positive and effective customer service that supports departmental and hospital operations.

• Work requires a high school level of educational development and up to one year of basic secretarial training and six to twelve months of previous experience.
• Work requires the analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
• Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.