Administrative Associate III - Social Work Department

Job Summary
As a decentralized department of more than 325 clinicians, Social Work manages all ‘central’ administrative functions and responds to numerous demands from all sectors of the BCH enterprise.
This position is central to our effective, efficient service to Social Workers, BCH departments wherein Social Workers provide care, patients and patient families.
The Administrative Associate III:

• Purchase, provision, documentation and distribution of patient family resources.
• Payroll(UKG), purchasing(eProcurement), accounts payable(PRC), record keeping(Excel +), scheduling(Outlook), and involvement in all main office functions, such as triaging patient family and provider calls, and allocating patient family resources.
• Assists supervisor with projects and preparation of complex reports and documents.
• Transcribes and types correspondence, forms, reports, manuscripts and other materials involving complex scientific, technical and/or specialized. Prepares documents requiring stylized formats and lettering or graphics using specialized software. Proofreads and edits materials for grammar, punctuation and spelling.
• Answers, screens and routes calls and greets and directs visitors and staff. Provides routine information within scope of knowledge and authority. Receives, screens and drafts responses to correspondence.
• Schedules appointments and meetings and maintains calendars for physician/supervisor(s). Reserves meeting locations, orders supplies and equipment and prepares agenda. Prepares travel arrangements. Assists in organizing and scheduling conferences, seminars and other programs or events.
• Maintains departmental files, records and databases. Enters information from source documents into databases and/or spreadsheets, compiling, printing and distributing reports, mailing labels and other information as needed. Maintains department/office library of reference books, journals, slides, films and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders office supplies and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. Communicates with hospital support service departments to request needed services.
• Prepares, routes, and tracks routine administrative forms and documents. Route materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.
• Plans, prioritizes and delegates work assignments and monitors performance, providing feedback and guidance as needed. Serves as a resource on departmental policies and procedures and provides assistance in resolving administrative issues. Trains and orients new personnel.

To qualify, you must have:

• Work requires a high school level of educational development or GED.
• Minimum one year of administrative experience required.
• Work requires an in‑depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to his/her functions and services.
• Work requires initiative in improving operations within area/department, and the ability to assists in implementing changes.
• Work requires the 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 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.