75966BRJob Posting Title:Administrative Associate IIDepartment:Ambulatory ServicesAutoReqId:75966BRStatus:Full-TimeStandard Hours per Week:40 Job Posting Category:AdministrationJob Posting Description: Provides administrative support for the Pediatric Diagnostic Program and the International Medical Home. Assists in patient intake, record review, and scheduling of appointments. Works with Global Services, PFS, and other BCH departments as needed to assist in meeting the needs of PDP and IMH patients. Schedules appointments for patients in PDP and IMH. Provides positive and effective customer service that supports department and hospital operations. Oversees various administrative functions requiring in- depth knowledge of department programs and services.

The Administrative Associate II will:

• 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.

• Answer, screen, and route telephone calls and greets and directs patients/families, visitors and staff. Provide routine and/or standardized information within scope of knowledge and authority. Draft responses to routine correspondence.

• Schedule appointments and meetings and maintain personal calendars for physician/supervisor(s). Reserve meeting locations, orders refreshments, and prepare meeting agenda and other materials.

• Prepare travel arrangements as necessary. Assist in organizing and scheduling conferences, seminars, and other department-sponsored programs or events, by receiving and recording registration forms and fees, ordering supplies and services, and performing other related duties as assigned.

• 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. Maintain department/office library of reference books, journals, slides, films, and other materials.

• 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.

• Prepare, route, and track routine administrative forms and documents. Route materials for required authorizations and monitor receipt by final destination. Communicate with other hospital departments to resolve delays and errors.

• Perform routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials, and sorting, collating, and distributing documents.

• Provide positive and effective customer service that supports departmental and hospital operations.

  To qualify you must have:

• Basic computer skills

• Analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.

• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.

• Ability to organize and manage multiple competing tasks and responsibilities

• Experience working in a health care setting preferred.

• Associates degree or higher preferred.

  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:BostonRegular, Temporary, Per Diem:Regular Remote Eligibility :Part Remote/Hybrid