Sr. Administrative Associate- Anesthesia

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

Job summary

Boston Children’s Hospital seeks an experienced administrative professional to support daily clinical service operations. The role involves coordinating secretarial tasks, managing records, and preparing compliance documentation.

The candidate should have at least two years of related experience, strong communication skills, and an empathetic approach to interpersonal interactions. The position offers hybrid work after training and a focus on efficient, accurate office administration.

Qualifications

• High school diploma required.
• Two years of related experience preferred.
• Experience in customer service or administrative roles is a plus.
• Strong written and verbal communication with empathetic interpersonal skills.

Responsibilities

• Lead and direct secretarial, clerical, and administrative support services to ensure smooth department operations.
• Recommend, implement, and maintain internal systems and departmental policies.
• Oversee department recordkeeping systems for administrative and financial data, ensuring data accuracy and report distribution.
• Collect and compile data for analyses and prepare spreadsheets, graphs, and charts.
• Manage daily administrative operations, preparing reports and documents to meet compliance requirements.
• Coordinate logistics for seminars, conferences, and events, including materials and registration management.
• Maintain files, databases, and office libraries, handling information entry and distribution.
• Schedule appointments and maintain physician calendars, arrange meetings, and prepare agendas.
• Monitor supply inventory and equipment, authorize purchases and coordinate services.

Skills

Administrative support

Customer service

Communication skills

Analytical skills

Education

High school diploma

Job description

Position Summary

Assists Director, Manager, or Chief of Service in managing daily administrative operations of a clinical service, medical/surgical practice, and business or management office. Leads and performs administrative functions requiring in-depth knowledge of departmental programs and services. Organizes and leads provision of secretarial and administrative support services. Acts as the “go-to” person for the administrative staff.

Key responsibilities

• Lead and direct secretarial, clerical, and administrative support services to ensure smooth department operations.
• Recommend, implement, and maintain internal systems and departmental policies.
• Oversee department recordkeeping systems for administrative and financial data, ensuring data accuracy and report distribution.
• Collect and compile data for various analyses and perform calculations to prepare spreadsheets, graphs, and charts.
• Manage daily administrative operations, preparing reports and documents to meet compliance requirements.
• Facilitate administrative forms processing, such as purchase orders and invoices.
• Organize logistics for seminars, conferences, and special events, including material preparation and registration management.
• Maintain departmental files, records, databases, and office libraries, managing information entry and distribution.
• Schedule appointments and maintain physician calendars, handle meeting logistics, and prepare agendas.
• Monitor supply inventory and computer equipment, authorize purchases and coordinate equipment services.
• Transcribe, type, proofread, and edit various materials, including confidential documents, ensuring accuracy and clarity.
• Answer and route phone calls, greet visitors, provide information, and manage correspondence.
• Deliver positive customer service to support departmental and hospital operations.
• Coordinate and manage department-wide catering orders for meetings, events, and other departmental functions.
• Serve as a member of the department’s social media and website teams, contributing to content development, updates, and digital engagement efforts.
• Maintain the cleanliness and organization of shared communal spaces to support a professional and welcoming environment.

Minimum qualifications

Education:

• A high school level of education.

Experience

• Two years of related experience
• Prior customer service or administrative experience preferred
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations.

Schedule

Monday-Friday, Hybrid after training period.