Sr. Administrative Associate

Boston Children's Hospital seeks a Senior Administrative Associate to support the Department of Anesthesia. In this role, you will manage complex calendars, coordinate meetings and conferences, prepare correspondence and reports, and serve as a key liaison for clinicians, staff, and families. You will help maintain patient and departmental records, support credentialing and onboarding tasks, and track expenses and invoices. The position requires strong organizational and communication skills, high accuracy, confidentiality, and the ability to prioritize in a fast-paced, pediatric academic medical center.

Responsibilities

• Manage complex calendars, meeting schedules, and room/virtual conferencing logistics for anesthesia leadership and clinicians.
• Coordinate departmental communications, including emails, memos, agendas, and minutes, ensuring timely distribution and follow-up.
• Prepare, format, and proofread correspondence, presentations, reports, and spreadsheets with high attention to detail.
• Support onboarding, credentialing, and training logistics for new anesthesia faculty, staff, and trainees.
• Maintain confidential files and records in compliance with hospital policies and HIPAA requirements.
• Assist with basic data entry, tracking metrics, and generating routine reports for departmental operations.
• Coordinate travel arrangements, reimbursements, and invoice processing for anesthesia providers and visitors.
• Serve as a first point of contact for internal and external inquiries, routing calls and requests appropriately.
• Help organize departmental events, conferences, and educational sessions, including logistics and materials.
• Prioritize and manage multiple tasks and projects in a fast-paced clinical and academic environment.

Required Skills

• Calendar management
• Medical terminology
• EHR systems (e.g., Epic)
• MS Office (Excel, Word, PowerPoint, Outlook)
• Data entry and reporting
• Meeting and event coordination
• Travel and credentialing coordination
• Document preparation and proofreading
• Confidential records management (HIPAA)
• Communication and customer service