What are the responsibilities and job description for the Administrative Associate II- Allergy and Immunology (Hybrid) position at Boston Children's Hospital?
The Administrative Associate II- Immunology Will Be Responsible For
To Qualify, You Must Have
- Scheduling clinic appointments, meetings, and maintaining calendars for physician/supervisor(s). Reserving meeting locations, ordering refreshments and preparing agenda and other materials. Preparing travel arrangements for patients and families as necessary. Assisting 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 and performing other related duties.
- Routing patient messages to the correct department, personnel, and teams. Providing routine and/or standardized information within scope of knowledge and authority. Drafting responses to routine correspondence.
- Typing correspondence, forms, reports, manuscripts and other materials involving complex scientific, technical and/or specialized terminology from rough draft. Preparing documents using specialized software, such as desktop publishing or graphics packages. Proofreading and editing materials for grammar, punctuation and spelling.
- Maintaining departmental files, records and databases. Entering information from source documents into databases and/or spreadsheets, compiling, printing and distributing reports, mailing labels and other information as needed. Maintaining department/office library of reference books, journals, slides, films and other materials.
- Monitoring and maintaining office equipment and supply inventory. Reordering supplies and requesting equipment repair services. Receiving and reconciling supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicating with hospital support service departments to request needed services.
- Preparing, routing and tracking routine administrative forms and documents. Routing materials for required authorizations and monitoring receipt by final destination. Communicating with other hospital departments to resolve delays and errors.
- Performing routine administrative duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials and sorting, collating and distributing documents.
- Providing a positive and effective customer service that supports departmental and hospital operations.
To Qualify, You Must Have
- Work requires a high school level of educational development. Bachelor's degree preferred.
- Work requires the analytical skills and judgment to interpret data and take the appropriate action in circumstances or situations vary.
- Work requires the ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
- Will use multiple systems including: Epic, Outlook email, Microsoft Office, Smartsheet, etc.
