At Boston Children's Hospital, success is measured in patients treated, parents comforted and teams taught. It's in discoveries made, processes perfected, and technology advanced. In major medical breakthroughs and small acts of kindness. And in colleagues who have your back and patients who have your heart. As a teaching hospital of Harvard Medical School, our reach is global and our impact is profound. Join our acclaimed Newborn Medicine team and discover how your talents can change lives. Under the supervision of the Division Manager, and in direct support of the Medical Director of the Neonatal Intensive Care Unit (NICU), the Administrative Associate III is responsible for providing admin support essential to the smooth and efficient operation of the Division and the office of the Director.
This Administrative Associate III will be responsible for:
Transcribing and type correspondence, forms, reports, manuscripts, etc that may involve complex specialized terminology. Proofread and edit materials for grammar, punctuation, and spelling.
Maintaining Division files, records, and databases; maintain clinical database and perform analyses, as required.
Coordinating, 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.
Coordinating 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.
Assisting with all aspects of Medical Director's staff appointments at numerous local hospitals.
Coordinating submission and maintenance of Institutional Review Board (IRB) applications for both new and existing protocols. Manage applications submitted to the Harvard-wide Neonatal Research Review Committee.
Serving as admin resource for the BCH NICU and its administrator for database requests; maintenance and upkeep of photoboard, article board, bedside cards, etc. Coordinate patient experience projects for NICU patient families.
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:
A high school level of educational development and six months in position as an Administrative Associate II.
An in‑depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to his/her functions and services.
Initiative in improving operations within department, and the ability to assists in implementing changes.
The ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.
Please submit a cover letter with your resume.
Boston Children's Hospital 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.
Boston Children's Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.
Internal Number: 2804861
About Boston Children's Hospital
Boston Children's Hospital is a 395-bed comprehensive center for pediatric health care. As one of the largest pediatric medical centers in the United States, Children's offers a complete range of health care services for children from birth through 21 years of age.