Logo
Boston Children's Hospital

Administrative Associate III- Language Equity Program

Boston Children's Hospital, Boston, Massachusetts, us, 02298


Job Posting Description

At Boston Children's Hospital, the quality of our care - and our inclusive hospital working environment - lies in the diversity of our people. With patients from local communities and 160 countries around the world, we're committed to reflecting the spectrum of their cultures, while opening doors of opportunity for our team. Here, different talents pursue common goals. Voices are heard and ideas are shared. Join us, and discover how your unique contributions can change lives. Yours included.The Division of General Pediatrics and the Program for Language Equity, led by Dr. Alisa Khan, MD, MPH, and program manager Marwa Elborki, is seeking an enthusiastic and hardworking Administrative Associate. This role will primarily focus on scheduling appointments and meetings, managing calendars, and handling various administrative tasks to ensure smooth operations within the program and the lab. Key responsibilities will include submitting and processing invoices, arranging travel details and bookings, and preparing for events. The Administrative Associate will also support the maintenance of administrative databases.Program for Language Equity (PLE) | Boston Children's Hospital and Khan LabPrincipal Duties and Responsibilities:Schedule appointments and meetings and maintains personal calendars for physician/supervisor(s). Reserve meeting locations, order supplies and equipment and prepares meeting agenda and other materials. Prepare travel arrangements as necessary. Assist in organizing and scheduling conferences, seminars, and other department-sponsored programs or events, by receiving and recording registration forms and fees, ordering supplies and services.Provide administrative support for Dr. Khan's various clinical trials and program for language equity, including organizing meetings and assisting with trial logistics.Processes and submit reimbursements for various invoices and adds new vendors to the system, ensuring compliance with lab policies.Assist supervisor with special projects and preparation of complex reports and documents. Collect and compile information from diverse sources, perform calculations, create charts, graphs, and spreadsheets.Prepare, route, and track routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicate with other hospital departments to resolve delays and errors.Transcribe and type correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepare documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofread and edit materials for grammar, punctuation, and spelling.Maintain departmental files, records, and databases. Enter information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintain department/office library of reference books, journals, slides, films, and other materials.Monitor and maintain office equipment and supply inventory. Receive and reconcile supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicate with hospital support service departments to request needed services.Serve as a resource on departmental policies and procedures and provide assistance in resolving administrative problems and issues.Coordinate community outreach events when needed for the program.Perform other miscellaneous administrative duties as assigned.To qualify, you must have:High School Diploma/ GED; a bachelor's degree is strongly preferred.1 year of relevant experience.An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.Initiative in improving operations within area/department, and the ability to assist in implementing changes.Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.Boston Children's Hospital offers competitive compensation and unmatched benefits.Boston Children's Hospital requires all employees to be vaccinated against COVID-19 and Flu, (unless you are eligible for a medical or religious exemption).Boston Children's Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.