Boston Children'S Hospital
Sr. Administrative Associate - Facilities Management (hybrid)
Boston Children'S Hospital, Boston, Massachusetts, us, 02298
Sr. Administrative Associate - Facilities Management (hybrid) Join to apply for the
Sr. Administrative Associate - Facilities Management (hybrid)
role at
Boston Children's Hospital Sr. Administrative Associate - Facilities Management (hybrid) 3 days ago Be among the first 25 applicants Join to apply for the
Sr. Administrative Associate - Facilities Management (hybrid)
role at
Boston Children's Hospital Position Summary/ Department Summary
Do you have the following skills, experience and drive to succeed in this role Find out below.
We are seeking a highly organized, detail-oriented professional with strong customer service skills and experience in administrative and operational support. This role supports the daily functions of the Facilities Engineering department and involves regular interaction with internal teams, hospital staff, and external vendors. It requires clear communication, strong follow-through, and the ability to manage multiple tasks efficiently. Position Summary/ Department Summary
We are seeking a highly organized, detail-oriented professional with strong customer service skills and experience in administrative and operational support. This role supports the daily functions of the Facilities Engineering department and involves regular interaction with internal teams, hospital staff, and external vendors. It requires clear communication, strong follow-through, and the ability to manage multiple tasks efficiently.
Key Responsibilities
Monitor and process service requests using Maximo, ensuring work order accuracy and providing follow-up communication. Support department budgeting and financial tracking using Microsoft Excel, including preparing reports and maintaining spreadsheets and summaries for leadership review. Manage procurement tasks in PeopleSoft, including creating purchase requisitions, tracking purchase orders, and submitting invoices to ensure timely and accurate payments. Oversee and maintain office supply inventory, ensuring timely procurement to support departmental needs. Provide professional and courteous customer service via phone and email by managing the department office phone line and customer service email inbox, ensuring timely and accurate responses in coordination with internal teams. Send daily departmental communications such as sick call reports, attendance reports, and employee updates. Serve as the on-site point of contact for the Data Team, providing support and communicating issues to remote team members. Use Smartsheet to track shared tasks and deliverables, supporting coordination and communication across teams. Provide administrative support for monthly department training sessions and select leadership meetings. Take accurate, professional meeting minutes and distribute follow-ups as needed. Organize and maintain filing systems, including records for regulatory compliance. Other duties as assigned.
Education
Minimum Qualifications
High school diploma or GED required.
Experience:
Two (2) years of related experience required.
Skills/Knowledge
Proven experience in delivering responsive customer service and handling a variety of administrative tasks Excellent organizational and time management skills, with the ability to stay organized while managing shifting priorities Strong written and verbal communication skills, with the ability to interact courteously with customers and collaborate effectively with internal teams Strong command of Microsoft Outlook to efficiently manage communications and appointments Strong skills in Microsoft Excel to support financial tracking, create summaries, and assist with routine reporting Experience with PeopleSoft or comparable administrative and financial systems is preferred Familiarity with Maximo or similar service request management software is a plus Seniority level
Seniority levelNot Applicable Employment type
Employment typeFull-time Job function
Job functionOther IndustriesHospitals and Health Care, IT Services and IT Consulting, and Research Services Referrals increase your chances of interviewing at Boston Children's Hospital by 2x Get notified about new Senior Administrative Associate jobs in
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#J-18808-Ljbffr Remote working/work at home options are available for this role.
Sr. Administrative Associate - Facilities Management (hybrid)
role at
Boston Children's Hospital Sr. Administrative Associate - Facilities Management (hybrid) 3 days ago Be among the first 25 applicants Join to apply for the
Sr. Administrative Associate - Facilities Management (hybrid)
role at
Boston Children's Hospital Position Summary/ Department Summary
Do you have the following skills, experience and drive to succeed in this role Find out below.
We are seeking a highly organized, detail-oriented professional with strong customer service skills and experience in administrative and operational support. This role supports the daily functions of the Facilities Engineering department and involves regular interaction with internal teams, hospital staff, and external vendors. It requires clear communication, strong follow-through, and the ability to manage multiple tasks efficiently. Position Summary/ Department Summary
We are seeking a highly organized, detail-oriented professional with strong customer service skills and experience in administrative and operational support. This role supports the daily functions of the Facilities Engineering department and involves regular interaction with internal teams, hospital staff, and external vendors. It requires clear communication, strong follow-through, and the ability to manage multiple tasks efficiently.
Key Responsibilities
Monitor and process service requests using Maximo, ensuring work order accuracy and providing follow-up communication. Support department budgeting and financial tracking using Microsoft Excel, including preparing reports and maintaining spreadsheets and summaries for leadership review. Manage procurement tasks in PeopleSoft, including creating purchase requisitions, tracking purchase orders, and submitting invoices to ensure timely and accurate payments. Oversee and maintain office supply inventory, ensuring timely procurement to support departmental needs. Provide professional and courteous customer service via phone and email by managing the department office phone line and customer service email inbox, ensuring timely and accurate responses in coordination with internal teams. Send daily departmental communications such as sick call reports, attendance reports, and employee updates. Serve as the on-site point of contact for the Data Team, providing support and communicating issues to remote team members. Use Smartsheet to track shared tasks and deliverables, supporting coordination and communication across teams. Provide administrative support for monthly department training sessions and select leadership meetings. Take accurate, professional meeting minutes and distribute follow-ups as needed. Organize and maintain filing systems, including records for regulatory compliance. Other duties as assigned.
Education
Minimum Qualifications
High school diploma or GED required.
Experience:
Two (2) years of related experience required.
Skills/Knowledge
Proven experience in delivering responsive customer service and handling a variety of administrative tasks Excellent organizational and time management skills, with the ability to stay organized while managing shifting priorities Strong written and verbal communication skills, with the ability to interact courteously with customers and collaborate effectively with internal teams Strong command of Microsoft Outlook to efficiently manage communications and appointments Strong skills in Microsoft Excel to support financial tracking, create summaries, and assist with routine reporting Experience with PeopleSoft or comparable administrative and financial systems is preferred Familiarity with Maximo or similar service request management software is a plus Seniority level
Seniority levelNot Applicable Employment type
Employment typeFull-time Job function
Job functionOther IndustriesHospitals and Health Care, IT Services and IT Consulting, and Research Services Referrals increase your chances of interviewing at Boston Children's Hospital by 2x Get notified about new Senior Administrative Associate jobs in
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#J-18808-Ljbffr Remote working/work at home options are available for this role.