Sr. Administrative Associate - International Health Affairs (onsite) - Boston Children's Hospital

This position is a front-desk reception position located at our Global Services office at the hospital’s main campus.  It is a full-time in person position.  We are looking for someone who will thrive in a fast paced environment, provide excellent service to our patients and guests, and is interested in process improvement.  Cultural awareness and the ability to speak Arabic are very important to the position given our patient demographic.  You will be central to first-line support and triage for patient/family questions and concerns for all of the international patients that we support and coordinate care for at BCH. For more information visit:https://www.childrenshospital.org/international/what-we-offer

The Sr. Administrative Associate will work in collaboration with the Program Coordinator and Department Manager as follows: 

1. Assisting Leadership in managing daily administrative operations of the department.
2. Assists in managing of support services for department. May plan work schedules to ensure adequate coverage for administrative functions.  Assists in development and implementation of departmental administrative policies.
3. Monitors and maintains department recording systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into databases and spreadsheets, monitors data validity, compiles, prints and distributes reports.
4. Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies.  Assists with onboarding of new staff, scheduling of interviews, and working with BCH departments to maintain staff access to needed IT platforms.
5. Monitors review dates, and initiates forms and documents. Initiates, routes and tracks forms such as purchase orders, payment requisitions and physician reappointment forms.
6. May assist with scheduling appointments, meetings and maintaining of leadership or staff shared calendars. Prepares and organizes admin requirements for seminars, conferences and other programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location and supplies, equipment and services.
7. Schedules appointments and meetings and maintains supervisor's calendar. Reserves meeting locations, orders supplies and services and prepares agenda. Prepares travel arrangements, including airline reservations and hotel accommodations.
8. Assists with preparation of documents, instructional materials for staff/leadership, preparation of meeting agendas, and other needed departmental records or correspondence.  Monitors and maintains department supply inventory and computer equipment. Serves as liaison to support service departments to request and coordinate services.
9. Transcribes dictation or rough draft correspondence, reports, manuscripts, charts and other materials including highly complex and/or confidential financial/business documents. Proofreads and edits materials.

To qualify, you must have: 

• High School Diploma/GED required. Bachelor’s degree preferred
• 2 years of administration experience required
• 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.
• Strong preference for candidate who can speak Arabic fluently 

Boston Children’s Hospital offers competitive compensation and unmatched benefits including 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.

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