Sr. Administrative Associate

Boston Children’s Hospital; Boston, Northern (MA, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Boston Children's Hospital is seeking an Administrative Assistant embedded with the Health Affairs Operations Support team to provide dedicated secretarial and administrative support to senior Health Affairs leaders, including the Executive Director of the Center for Pediatric Bioethics and the Medical Director of Government Relations.

The role also supports the Health Affairs Operations Support team and its initiatives.

Qualifications

• Two years of related experience.

Responsibilities

• Leads daily secretarial, clerical, and administrative support; plans schedules and ensures coverage.
• Monitors policies and maintains internal office systems and administrative policies.
• Monitors budget reports, reconciles expenses, and prepares materials for budgets and reports.
• Oversees data entry, verifies data accuracy, and generates periodic reports.
• Tracks employee reviews and compliance documents; handles placement of purchase orders and credentialing forms.
• Manages logistics for seminars, conferences, and events including publicity and registrations.
• Monitors inventory and authorizes standard supply purchases within budget limits.

Skills

Administrative support

Calendar management

Budget reconciliation

Communication skills

Education

High School Diploma/GED

Tools

Microsoft Office

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