Administrative Associate III - Developmental Medicine

Status

Full-Time

Standard Hours per Week

40

Job Posting Category

Administration

Job Posting Description

Department Summary: 

As an integral part of the Division of Developmental Medicine, the mission of the Developmental Medicine Center is to improve the lives of infants, children, and adolescents who face developmental and behavioral challenges and to support their families throughout their child’s life span. Our goal is to create models of collaborative care that integrate world class clinical service, cutting edge research, and innovative training programs. This will lead to better diagnostic tools and treatments, improved quality of life, and ultimately cures for developmental and behavioral disorders. 

Key Responsibilities:

1. Transcribe and type correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepare documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofread and edit materials for grammar, punctuation, and spelling.
2. Answer, screen, and route telephone calls and greet and direct visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Receive, screen, and draft responses to correspondence.
3. Schedule appointments and meetings and maintain personal calendars for physician/supervisor(s). Reserve meeting locations, orders supplies and equipment and prepare meeting agenda and other materials. Assist in organizing and scheduling conferences, seminars, and other department-sponsored programs or events. 
4. Maintain departmental files, records, and databases. Enter information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. 
5. Monitor and maintain office equipment and supply inventory. Reorder standard office supplies according to established guidelines and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicate with hospital support service departments to request needed services.
6. Prepare, route, and track routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicate with other hospital departments to resolve delays and errors.

Minimum Qualifications
Education:

High School diploma/GED

Experience:

1. One year of related experience.
2. An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.
3. Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.

Office/Site Location

Brookline

Regular, Temporary, Per Diem

Regular

Remote Eligibility

Onsite Only

Pay Range

$19.83-$29.49 Hourly