Sr. Administrative Associate- 100% in person (Cardio Surgery)

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job 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 contribution can change lives. Yours included.

Position Summary
The Senior Administrative Associate in the Department of Cardiovascular Surgery provides high-level administrative support to senior surgeons and departmental leadership in a fast-paced, high-acuity clinical environment. This role serves as a trusted operational partner, proactively anticipating needs, managing complex priorities, and ensuring the smooth day-to-day functioning of the department.

Key Responsibilities

• Provide high-level administrative support to senior clinicians and departmental leadership
• Anticipate needs and proactively manage competing priorities
• Lead and coordinate administrative support services for the department
• Oversee daily office operations in alignment with hospital and departmental policies
• Maintain and monitor sensitive administrative, financial, and clinical records
• Monitor and reconcile budgets and department expenses; assist with preparation of financial and regulatory documentation
• Manage payroll processes and personnel-related documentation
• Build and maintain tracking systems, dashboards, and workflow tools
• Triage requests in real time, demonstrating strong judgment and understanding of clinical urgency within a surgical setting
• Coordinate conferences, visiting faculty, fellows, and cross-departmental initiatives
• Plan and organize meetings, seminars, and special events
• Manage complex Outlook scheduling, shared calendars, and prioritization tools
• Prepare executive-level and board-ready materials using advanced Word, Excel, and PowerPoint skills
• Draft correspondence, agendas, meeting minutes, and briefing documents with precision
• Identify workflow inefficiencies and recommend practical process improvements
• Serve as liaison to hospital departments to coordinate services and operational needs
• Maintain strict confidentiality with clinical, HR, financial, and personnel information
• Communicate effectively with surgeons, hospital leadership, donors, and external partners
• Demonstrate high emotional intelligence, professionalism, and composure in complex or sensitive situations
• Represent departmental leadership with credibility and poise

Minimum Qualifications
Education:
High School Diploma or GED required

Experience:
Minimum of two (2) years of related administrative experience required

Knowledge, Skills, and Abilities:

• Expert-level proficiency in Microsoft Outlook; advanced skills in Word, Excel, and PowerPoint
• Familiarity with hospital systems such as Epic
• Strong organizational skills and attention to detail
• Strong analytical and problem-solving abilities
• Exceptional written and verbal communication skills
• Strong command of medical terminology
• Ability to build effective working relationships across multidisciplinary teams
• Ability to exercise discretion and sound judgment in handling confidential information
• Calm, solution-oriented approach under pressure

Schedule: 100% in person Full-time; Monday–Friday, standard business hours

Boston Children’s Hospital offers competitive compensation and unmatched benefits including flexible schedules, affordable health, vision and dental insurance, child care and student loan subsidies, generous levels of time off, 403(b) Retirement Savings Plan, Pension, Tuition and certain License and Certification Reimbursement, cell phone plan discounts and discounted rates on T-passes. Experience the benefits of passion and teamwork.

 

 

Office/Site Location

Boston

Regular, Temporary, Per Diem

Regular

Remote Eligibility

Part Remote/Hybrid

Pay Range

$20.63-$31.46 Hourly