Sr. Administrative Associate- American Heart Association

Boston Children’s Hospital; Boston (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

Boston Children’s Hospital is seeking a Senior Administrative Associate to support the daily operations of the AHA Training Center, ensuring accurate management of certification activities and coordination with clinical staff.

The role oversees secretarial, clerical, and workflow systems, tracks training activity, manages records, budgets, payroll, and events, and provides essential administrative support across departments.

Qualifications

• High School Diploma or GED is required.
• Two years of related administrative experience is required.

Responsibilities

• Lead and direct secretarial, clerical, and administrative support operations for the department.
• Recommend, implement, and maintain internal office systems, procedures, and workflows.
• Manage daily workflows within Cornerstone, the system used to track all AHA training activity.
• Maintain comprehensive records of all individuals who have completed training.
• Issue training materials and oversee scheduling and confirmation of certification dates.
• Run regular reports to monitor compliance, course completion, and certification status.
• Support internal stakeholders—physicians, nurses, and clinical staff—completing AHA certifications.
• Manage and maintain recordkeeping systems containing sensitive administrative and financial data; oversee data entry and reports.
• Monitor and reconcile budget reports and department expenses; assist with budgets and grant applications.
• Oversee daily administrative operations including payroll preparation and compliance reporting.
• Coordinate departmental fellowship/residency programs or training grants and related records.
• Plan logistics for seminars, conferences, and events; track expenses.
• Manage supervisor’s calendar, travel, and related materials.
• Monitor supply inventory and coordinate with support services.
• Prepare, edit, and proofread correspondence and confidential documents.

Education

High School Diploma or GED

Two years of related administrative experience

Job description

Position Summary / Department Summary

The Senior Administrative Associate will support the daily operations of the American Heart Association (AHA) Training Center, ensuring accurate management of certification activities and smooth coordination with internal clinical staff.

Key Responsibilities

• Lead and direct all secretarial, clerical, and administrative support operations for the department, ensuring adequate coverage and adherence to hospital and departmental policies.
• Recommend, implement, and maintain internal office systems, procedures, and administrative workflows.
• Manage daily workflows within Cornerstone, the system used to track all AHA training activity.
• Maintain comprehensive records of all individuals who have completed training through the program, ensuring accurate historical and current documentation.
• Issue training materials, including books and course resources, and oversee the scheduling and confirmation of certification dates.
• Run regular reports to monitor compliance, course completion, and certification status.
• Support internal stakeholders—including physicians, nurses, and clinical staff—who are completing AHA certifications.
• Manage and maintain recordkeeping systems containing sensitive or critical administrative and financial data; oversee database entry, validate accuracy, and generate required reports.
• Monitor and reconcile budget reports and department expenses; assist with annual budget preparation, grant applications, and other complex administrative or financial documents.
• Oversee daily administrative operations including payroll preparation, compliance-related reporting, and coordination of personnel actions.
• Coordinate departmental fellowship/residency programs or training grants, managing applications, interviews, credentialing documents, and related records.
• Plan and organize logistics for seminars, conferences, and special events, including scheduling, materials preparation, and expense tracking.
• Manage supervisor’s calendar, schedule appointments and meetings, arrange travel, and prepare related materials.
• Monitor department supply inventory and equipment needs; authorize routine purchases and coordinate with support service departments.
• Prepare, edit, and proofread correspondence, reports, and other documents—including confidential materials—and compose responses to administrative inquiries as appropriate.

Minimum Qualifications

Education

• High School Diploma or GED required.

Experience

• Two years of related administrative experience required.

100% in person