POSITION SUMMARY: This position is for an individual who will serve as an integral member of the administrative team of the Section of Pediatric Infectious Diseases by supporting the Division Chief, Division Clinical Leadership, and Associate Director administrative projects and may include assistance with some budgetary projects. They are responsible for managing calendars, scheduling meetings, distributing communications, preparing PowerPoint slides and presentation materials, meeting minutes, sorting and distributing mail, maintaining office inventory, and ordering supplies. They will also be responsible for assisting the fellowship coordination with documentation collection, and reviewing and processing invoices, PO’s, and travel reimbursements for all faculty, fellows and staff. Additional tasks may include word processing, updating spreadsheets, data entry, proofreading, and distributing documents. Position: Administrative Assistant Department: Pediatrics Schedule: Full Time ESSENTIAL DUTIES/RESPONSIBILITIES: Performs a variety of administrative duties in support of department (s): Prepares letters, reports, memos, forms, and reports. Assists with coordination and implementation of departmental program-related activities Responds to inquiries, triages and routes phone calls to the appropriate individuals, as needed. Types, proofreads and distributes documents. Helps to ensure that the office runs smoothly, efficiently and professionally on a daily basis. Prepares items for mailing, UPS, FedEx, etc. Distributes incoming mail. Maintains a variety of departmental files Performs a variety of duties related to the maintenance of departmental fiscal databases: Performs data entry Reconciles spreadsheets in coordination with Associate Director upon request Maintains updated spreadsheets for faculty and fellows with regard to Chrome River reimbursement and other purchase requisition expenses related to department budget. Maintains computerized records management system (G:drive) to ensure accurate and current database of record Provides backup support for other administrative staff during breaks and time out of the office including serving as delegate for Kronos payroll when needed Assists the part-time fellowship coordinator with on-site distribution and collection of materials from faculty, fellows, etc. including copying, soliciting signatures, setting up meetings and attending Zoom conferences. Assists AD with onboarding of new faculty, fellows and staff (IT access, EPIC training, and ID access, supply needs, etc.) Greets and provides assistance to visitors and vendors in a professional and courteous manner Schedules meetings involving departmental staff, and other individuals. Helps plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Sets up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepares agendas, produces and supplies materials, records and distributes meeting notes. Assists with project management and follow-through. Creates Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generates, proofreads and edits correspondence for content and grammatical correctness Implements and maintains credentialing system for Section appointments/promotions including a listing of current faculty appointments with dates appointed and most recent promotion Helps to identify opportunities for process improvement. Monitors and maintains inventory of office supplies and equipment. Calls for repairs and maintenance of equipment as needed (malfunctions). Examines processes in order to make systems more efficient. Provide general clerical support including: filing, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database. Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided. Utilizes the hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital’s goals and mission. Follows established hospital infection control and safety procedures. Performs other duties as assigned or as necessary. JOB REQUIREMENTS EDUCATION: Associate’s degree in Business Administration, Business Management (or equivalent) plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience). Equal Opportunity Employer/Disabled/Veterans Working at Boston Medical Center is more than a job. It’s a chance to make a difference as part of our mission to provide exceptional and equitable care to all. As a nationally-recognized leader in health equity, nursing, initiatives to combat climate change, and many other areas, BMC is dedicated to improving the health of our community in Boston and beyond. BMC’s mission to provide exceptional care without exception extends to our employees, and we have been recognized as a top employer and best place to work. A strong sense of teamwork and support for our staff are the bedrock of BMC, as we know that we can only provide exceptional care to patients when our staff are cared for too. Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to Talentacquisition@bmc.org or call 617-638-8582 to let us know the nature of your request. Boston Medical Center participates in the Electronic Employment Verification Program. As an E-Verify employer, prospective employees of BMC must complete a background check before beginning their employment at the hospital. BMC requires all staff to be vaccinated against COVID-19 and flu, as well as receive a booster dose of the COVID-19 vaccine. According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment. To avoid becoming a victim of an employment offer scam, please follow these tips from the FTC: FTC Tips