Administrative Associate III (NICU)

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job Posting Description

Hybrid (4 days in-person and 1 day remote)
Administrative Associate III

Under the supervision of the Division Director, and in direct support of the Medical Director of the Neonatal Intensive Care Unit (NICU) and other NICU faculty, 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:

• Provide general administrative support for NICU faculty, including the NICU Medical Director, including, but not limited to, CV support, reimbursement support, coordination of travel to domestic and international conferences, and website updates.
• Transcribe and type correspondence, forms, reports, manuscripts, etc. that may involve complex specialized terminology. Proofread and edit materials for grammar, punctuation, and spelling.
• Maintain Division files, records, and databases; maintain clinical database and perform analyses, as required.
• Coordinate, organize, and maintain monthly and yearly schedules for Division level III NICU attending physicians, employing constant monitoring, negotiation, correspondence, and problem solving skills. Coordinate and maintain highly time sensitive monthly off-hours schedule for BCH NICU staff; ensure necessary emergency back-up preparedness and response.
• Coordinate 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.
• Serve as admin resource for the BCH NICU and its administrator for database requests; maintenance and upkeep of photo board, article board, bedside cards, etc. Coordinate patient experience projects for NICU patient families.
• Responsible for the efficient operation of the Division's Hunnewell office. Triage calls, and greet visitors and staff; schedule appointments and maintain calendars.
• Monitor and maintain office equipment, and office and kitchen supplies; reorder supplies and request equipment repair services.

 
 To qualify, you must have:

• Work requires a high school level of educational development or GED.  Bachelor’s degree strongly preferred.
• One year of administrative experience required.
• 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.

 
Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insuran