Administrative Associate III - Step and ED Program

Administrative Associate III - Step and ED Program | Boston Childrens Hospital

Position Summary: The Division of Adolescent/Young Adult Medicine is looking for an energetic and organized administrative professional for a full-time position. In this role you will be responsible for providing clinical and academic administrative support to the STEP (Strategies for Teen Empowerment and Personal Health) clinic, our weight and lifestyle management program, the Eating Disorders (ED) program, and 3 faculty in the Division. You will communicate via phone, email, and the electronic health record ensuring all administrative and support duties are completed accurately and delivered with high quality in a timely manner. This is an excellent opportunity for those with an interest in adolescent health in the area of eating and weight-related concerns. Key Responsibilities:

• Coordinate activities and daily operations of the STEP clinic, our weight and lifestyle management program, the Eating Disorders (ED) program, and some clinical faculty in the division.
• Answer, screen, and route telephone calls and greet and direct visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Receive, screen, and draft responses to correspondence.
• Schedule appointments and meetings and maintain personal calendars for physician/supervisor(s). Reserve meeting locations, orders supplies and equipment and prepare meeting agenda and other materials.
• 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.
• Monitor and maintain office equipment and supply inventory. Reorder standard office supplies according to established guidelines and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicate with hospital support service departments to request needed services.
• 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.

Minimum Qualifications Education:

• High School diploma/GED

Experience:

• One year of related experience.
• An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.
• Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.