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Children's Hospital Boston Sr. Administrative Associate in Boston, Massachusetts

65740BRJob Posting Title:Sr. Administrative AssociateDepartment:Otolaryngology and Communication EnhancementAutoReqId:65740BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description:The Feeding and Swallowing Program at Boston Children’s Hospital specializes in helping infants and children who have difficulty eating and drinking. Feeding is the most complex task an infant must do on a daily basis. Some infants have difficulty learning this process. The Feeding and Swallowing Program team works with a diverse range of patients with a wide variety of diagnoses to evaluate, diagnose, and treat feeding and swallowing disorders. The Sr. Administrative Associate will provide administrative support to the department and program.

The Sr. Administrative Associate in the Department of Otolaryngology and Center for Communication Enhancement / Feeding Swallowing Program will be responsible for:

  • Assisting Director, Manager or Chief of Service in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office.

  • Leads and directs administrative support services for department. May plan work schedules to ensure adequate coverage for administrative functions. Recommends and assists in development and implementation of departmental administrative policies and procedures.

  • Scheduling patient appointments and responding to email and phone requests for patient appointments.

  • Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into databases and spreadsheets, monitors data validity, compiles, prints and distributes reports as needed.

  • Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes and prepares information, documents and other materials for preparation of annual budget, grant applications.

  • Prepares, verifies and monitors departmental payroll and maintains records. Monitors review dates, terminations and other personnel actions and initiates forms and documents. Initiates, routes and tracks forms such as purchase orders, payment requisitions and physician reappointment forms.

  • Coordinates administration of departmental fellowship and/or residency programs, training grants and related programs. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents.

  • Plans, prepares and organizes requirements for seminars, conferences and other programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location and supplies, equipment and services.

  • Schedules appointments and meetings and maintains supervisor's calendar. Reserves meeting locations, orders supplies and services and prepares agenda. Prepares travel arrangements, including airline reservations and hotel accommodations.

  • Monitors and maintains department supply inventory and computer equipment. Serves as liaison to support service departments to request and coordinate services.

  • Transcribes and types from rough draft correspondence, reports, manuscripts, charts and other materials including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency and clarity.

To qualify, you must have:

  • Completion of two years’ of occupationally specific education or an Associate’s degree.

  • Minimum of two years of healthcare administrative work experience required.

  • Work requires the analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.

  • Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

BCH 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:WalthamRegular, Temporary, Per Diem:Regular

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