Senior Administrative Associate- Dept. of Surgery Education Office

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job Posting Description

Senior Administrative  Assistant for Department of Surgery Education Office:

1. Completes  secretarial, clerical, and administrative support services for Department of Surgery Education Office. May plan work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. assists in development and implementation of departmental administrative policies and procedures.
2. Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into computer databases and spreadsheets, monitors data validity, and compiles, prints, and distributes periodic reports for surgical education office and other information as needed.
3. Organizes and maintains daily administrative operations of department fellowships and educational activities. Prepares periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements. Monitors employee review dates, terminations, and other personnel actions and initiates required forms and documents. Initiates, routes, and tracks administrative forms such as purchase orders, payment requisitions, and physician reappointment forms.
4. Coordinates administration of departmental fellowship and/or residency programs, training grants, and related programs. Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments, and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents.
5. Compiles and maintains related files and records. Completes training verification request.
6. Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s), and secures necessary supplies, equipment, and services. Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees, and monitors expenses.
7. Schedules appointments and meetings and maintains education teams calendar. Reserves meeting locations, orders needed supplies and services, and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary.
8. Monitors and maintains department supply inventory and computer equipment. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommends purchase of equipment and non-routine supplies.
9. Serves as liaison to support service departments to request and coordinate provision of needed services.
10. Transcribes and types from recorded dictation, shorthand or rough draft correspondence, reports, and other materials for education , administrative, or research purposes, including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency, and clarity. Receives and screens correspondence, composing and preparing responses on administrative matters as appropriate.

To qualify, you must have:

• High School Diploma/ GED
• Two (2) years of related experience
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations.

Boston Children’s Hospital offers competitive compensation and benefits.

Office/Site Location

Boston

Regular, Temporary, Per Diem

Regular

Remote Eligibility

Part Remote/Hybrid