Sr. Administrative Associate- American Heart Association

Boston Children's Hospital; Boston (MA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Flexible schedules

Health insurance

Child care subsidies

Student loan subsidies

Time off

403(b) Retirement Savings plan

Pension

Tuition reimbursement

License/Certification reimbursement

Cell phone plan discounts

Discounted T-passes

Job summary

Boston Children's Hospital is seeking an experienced administrator to lead and direct comprehensive clerical and secretarial support across the department. The role includes scheduling, policy compliance, budget tracking, and coordination of residency programs and seminars.

You will oversee data entry, reporting, payroll, and credentialing processes, compile complex reports, and ensure accurate records while maintaining confidential financial data.

Qualifications

• Proven experience providing high-level administrative support.
• Experience with budgeting, financial reporting, and payroll processes.
• Excellent data entry and documentation skills.
• Strong communication and organizational abilities.

Responsibilities

• Plan work schedules to ensure coverage for critical functions.
• Maintain and improve department administrative policies and procedures.
• Manage department recordkeeping and sensitive financial data.
• Prepare budget documents, grant applications, and complex reports.
• Coordinate seminars, conferences, and events; arrange travel as needed.
• Monitor payroll, employee data, and personnel actions; handle forms.
• Prepare and distribute periodic reports for supervision and regulatory purposes.

Skills

Administrative support

Budget reports

Payroll processing

Data entry

Communication

Tools

Excel

Databases

Microsoft Word

Microsoft Outlook

Job description

Leads and directs provision of secretarial, clerical, and administrative support services for department/service. May plan work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. Recommends, implements, and maintains internal office systems and procedures. Recommends and assists in development and implementation of departmental administrative policies and procedures. Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into computer databases and spreadsheets, monitors data validity, and compiles, prints, and distributes periodic reports and other information as needed. Evaluates, recommends, and implements changes or upgrades in systems as appropriate. Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies. Collects, organizes, and prepares information, documents, and other materials required for preparation of annual budget, grant applications, and other complex reports and documents for administrative, financial, clinical, and/or research purposes. Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs, and charts, prepares analyses for supervisor's review. Organizes and maintains daily administrative operations of department. Prepares, verifies, and monitors departmental payroll and maintains related records. Prepares periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements. Monitors employee review dates, terminations, and other personnel actions and initiates required forms and documents. Initiates, routes, and tracks administrative forms such as purchase orders, payment requisitions, and physician reappointment forms. Coordinates administration of departmental fellowship and/or residency programs, training grants, and related programs. Records and monitors receipt of application materials and schedules interviews. Communicates with applicants, other hospital departments, and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. Compiles and maintains related files and records. Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s), and secures necessary supplies, equipment, and services. Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees, and monitors expenses. Schedules appointments and meetings and maintains supervisor's personal calendar. Reserves meeting locations, orders needed supplies and services, and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary. Monitors and maintains department supply inventory and computer equipment. Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommen

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.