Administrative Associate – Occupational Health Services (Temporary)

Boston Children's Hospital; Boston (MA); On-site; USD 30,000 - 39,000; Full time

Job summary

Boston Children19s Hospital is seeking an Administrative Associate – Occupational Health Services to support the Vaccine Clinic and OHS teams in Boston, MA. This temporary, in-person role has an anticipated end date of 11/30/26 and involves coordinating administrative tasks for patient flow and records.

You will transcribe, prepare documents, answer calls, schedule vaccine appointments, and maintain documentation and calendars while collaborating with multiple hospital departments.

Qualifications

• High School Diploma or GED required.
• Healthcare or customer service experience preferred.
• Familiarity with Epic preferred.
• Ability to work in a fast-paced environment.

Responsibilities

• Transcribes and types correspondence, forms, reports, and materials with specialized terminology.
• Greet and assist patients, families, visitors, and staff; provide routine information.
• Schedule appointments and manage calendars; organize meetings and travel as needed.
• Maintain files, records, and databases; prepare routine reports and communications.

Skills

Customer service

Time management

Communication

Diversity awareness

Education

High School Diploma / GED

Tools

Epic

Job description

Department Summary: This temporary Administrative Associate – Occupational Health Services role is in-person in Boston, MA supporting our Vaccine Clinic, with occasional support for Occupational Health Services. This role has an anticipated end date of 11/30/26. The Occupational Health Services/Vaccine Clinic Temp will be responsible for:

• Providing administrative and customer service support to the Vaccine Clinic and OHS teams
• Training in OHS workflow and Enterprise Health (employee medical records system)
• Checking in patients/families and staff for vaccine appointments
• Assisting with scheduling patient/family and staff vaccine appointments, as needed
• Updating documentation for staff who have received vaccines externally

Shift Hours Can Be

Occupational Health Services:

• Monday–Friday, 7:30 AM–4:00 PM

Vaccine Clinic:

• Shifts between 7:00 AM–5:30 PM
• Four 10-hour shifts, Monday–Friday
• Possible weekend hours
• Saturday clinic dates: 10/03, 10/17, and 10/24

*Please note that hours may change depending on clinic volume and staffing needs.

Key Responsibilities

• Transcribes and types correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepares documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Answers, screens, and routes telephone calls and greets and directs patients/families, visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Drafts responses to routine correspondence.
• Schedules appointments and meetings and maintains personal calendars for physician/supervisor(s). Reserves meeting locations, orders refreshments, and prepares meeting agenda and other materials. Prepares travel arrangements as necessary. Assists 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.
• Maintains departmental files, records, and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintains department/office library of reference books, journals, slides, films, and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders 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. Communicates with hospital support service departments to request needed services.
• Prepares, routes, and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.

Minimum Qualifications

Education: High School Diploma / GED required

Experience

• Previous healthcare and/or customer service experience preferred
• Knowledge of Epic strongly preferred
• Experience working in a fast-paced environment
• Excellent time management skills and the ability to work well with individuals from diverse backgrounds

The posted pay range is Boston Children’s reasonable and good-faith expectation for this pay at the time of posting. Any base pay offer provided depends on skills, experience, education, certifications, and a variety of other job-related factors. Base pay is one part of a comprehensive benefits package that includes 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.