Sr. Administrative Associate

Boston Children's Hospital; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Vision and dental insurance

Flexible schedules

403(b) Retirement Savings plan

Pension

Tuition reimbursement

Job summary

Boston Children's Hospital is seeking a dedicated administrative professional to support senior Health Affairs leaders and the Health Affairs Operations Support team in Boston. The role covers calendars, travel, and day-to-day office operations.

The position also handles budget monitoring, grant preparation, payroll assistance, data management, compliance, and coordination of seminars, conferences, and training grants across the department.

Responsibilities

• Administrative & Daily Operations: Leads and directs daily secretarial, clerical, and administrative support services; plans work schedules to ensure adequate coverage for critical functions; maintains supervisor's personal calendar, schedules meetings, reserves locations, and arranges travel.
• Process & Policy Management: Monitors work performance against hospital and departmental policies; recommends, implements, and maintains internal office systems and departmental administrative policies.
• Financial & Budgetary Control: Monitors and reconciles budget reports and department expenses, resolving discrepancies; prepares materials for annual budgets, grant applications, and complex reports; oversees departmental payroll processing and maintains related records.
• Data & Systems Management: Oversees computer database/spreadsheet entries, verifies data accuracy, generates periodic reports, and recommends system upgrades.
• Personnel & Compliance Administration: Tracks employee review dates, terminations, and personnel actions; prepares documents to comply with hospital, governmental, regulatory, and funding agency requirements; routes purchase orders, payment requisitions, and credentialing forms.
• Program & Event Coordination: Manages administrative duties for fellowship/residency programs and training grants (applicant communication, credentialing, scheduling interviews); handles logistics for seminars, conferences, and special events (publicity, reservations, registrations, syllabus preparation).
• Inventory & Purchasing: Monitors department supply inventory and computer equipment; authorizes standard supply purchases and equipment repairs within established budget limits.

Education

High School Diploma/GED

Job description

Position Summary:

This position is embedded within the Health Affairs Operations Support team and provides dedicated administrative support to selected senior Health Affairs leaders, including the Executive Director of the Center for Pediatric Bioethics and the Medical Director of Government Relations. In addition, the role provides administrative support for the Health Affairs Operations Support team and its initiatives.

Key Responsibilities:

• Administrative & Daily Operations: Leads and directs daily secretarial, clerical, and administrative support services; plans work schedules to ensure adequate coverage for critical functions; maintains supervisor's personal calendar, schedules meetings, reserves locations, and arranges travel.
• Process & Policy Management: Monitors work performance against hospital and departmental policies; recommends, implements, and maintains internal office systems and departmental administrative policies.
• Financial & Budgetary Control: Monitors and reconciles budget reports and department expenses, resolving discrepancies; prepares materials for annual budgets, grant applications, and complex reports; oversees departmental payroll processing and maintains related records.
• Data & Systems Management: Oversees computer database/spreadsheet entries, verifies data accuracy, generates periodic reports, and recommends system upgrades.
• Personnel & Compliance Administration: Tracks employee review dates, terminations, and personnel actions; prepares documents to comply with hospital, governmental, regulatory, and funding agency requirements; routes purchase orders, payment requisitions, and credentialing forms.
• Program & Event Coordination: Manages administrative duties for fellowship/residency programs and training grants (applicant communication, credentialing, scheduling interviews); handles logistics for seminars, conferences, and special events (publicity, reservations, registrations, syllabus preparation).
• Inventory & Purchasing: Monitors department supply inventory and computer equipment; authorizes standard supply purchases and equipment repairs within established budget limits.

Required Experience:

• Two years of related experience.

Education:

• High School Diploma/GED

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.