Sr. Administrative Associate

Financial & Budgetary Control: Monitors and reconciles budget reports and department expenses, resolving discrepancies; prepares materials for annual budgets, grant applications, and complex reports; oversees departmental payroll processing and maintains related records. Program & Event Coordination: Manages administrative duties for fellowship/residency programs and training grants (applicant communication, credentialing, scheduling interviews); handles logistics for seminars, conferences, and special events (publicity, reservations, registrations, syllabus preparation).

Position Summary:
This position is embedded within the Health Affairs Operations Support team and provides dedicated administrative support to selected senior Health Affairs leaders, including the Executive Director of the Center for Pediatric Bioethics and the Medical Director of Government Relations. In addition, the role provides administrative support for the Health Affairs Operations Support team and its initiatives.

Key Responsibilities:

• Administrative & Daily Operations: Leads and directs daily secretarial, clerical, and administrative support services; plans work schedules to ensure adequate coverage for critical functions; maintains supervisor's personal calendar, schedules meetings, reserves locations, and arranges travel.
• Process & Policy Management: Monitors work performance against hospital and departmental policies; recommends, implements, and maintains internal office systems and departmental administrative policies.
• Financial & Budgetary Control: Monitors and reconciles budget reports and department expenses, resolving discrepancies; prepares materials for annual budgets, grant applications, and complex reports; oversees departmental payroll processing and maintains related records.
• Data & Systems Management: Oversees computer database/spreadsheet entries, verifies data accuracy, generates periodic reports, and recommends system upgrades.
• Personnel & Compliance Administration: Tracks employee review dates, terminations, and personnel actions; prepares documents to comply with hospital, governmental, regulatory, and funding agency requirements; routes purchase orders, payment requisitions, and credentialing forms.
• Program & Event Coordination: Manages administrative duties for fellowship/residency programs and training grants (applicant communication, credentialing, scheduling interviews); handles logistics for seminars, conferences, and special events (publicity, reservations, registrations, syllabus preparation).
• Inventory & Purchasing: Monitors department supply inventory and computer equipment; authorizes standard supply purchases and equipment repairs within established budget limits.

Required Experience: 

• Two years of related experience.

Education: 

• High School Diploma/GED