Administrative Associate III (Temporary - Fetal Care & Surgery Center)

The Fetal Care and Surgery Center (FCSC) at Boston Children's Hospital - in affiliation with Brigham & Women's Hospital - provides diagnosis, ongoing screening and care for mothers carrying babies with confirmed or suspected congenital anomalies. Using advanced diagnostic tools, groundbreaking surgical and medical treatments, and supportive care, our fetal specialists are increasing the chances of survival and the quality of life for many newborns. We offer compassionate care and support that extends throughout childhood - from prenatal diagnosis and counseling through treatment and long-term follow-up. Learn more about the Fetal Care and Surgery Center here.

The Temporary Administrative Associate III will be responsible for:

• Assisting supervisor with special projects and preparation of complex reports and documents. Collecting and compiling information from diverse sources, performing calculations, creating charts, graphs, and spreadsheets, and performing other related duties as requested.
• Transcribing and typing correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical and/or specialized terminology from recorded dictation, shorthand, or rough draft. Preparing documents requiring stylized formats and lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Answering, screening, and routing telephone calls and greeting and directing visitors and staff. Providing routine and/or standardized information within scope of knowledge and authority. Receiving, screening, and drafting responses to correspondence.
• Scheduling appointments and meetings and maintaining calendars for physician/supervisor(s). Reserving meeting locations, ordering supplies and equipment and preparing meeting agenda and other materials. Preparing travel arrangements 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 as assigned.
• Maintaining department files, records and databases. Entering information from source documents into computer databases and spreadsheets, compiling, printing and distributing periodic reports, mailing labels, and other information as needed. Maintaining department/office library reference books, journals and other materials.
• Monitoring and maintaining office equipment and supply inventory. Reordering standard office supplies according to established guidelines and requests equipment repair services as needed. Receiving and reconciling supply orders and invoicing, 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 destination. Communicating with other hospital departments to resolve delays and errors.

To qualify, you must have:

• High school diploma/GED required.
• One year of related experience required.
• An in-depth knowledge and understanding of the department and hospital programs, policies, procedures and information related to their 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.