Administrative Associate – Occupational Health Services; Temporary

Department Summary:

This temporary Administrative Associate - Occupational Health Services role is in-person in Boston, MA supporting our Vaccine Clinic, with occasional support for Occupational Health Services. This role has an anticipated end date of 11/30/26. The Occupational Health Services/Vaccine Clinic Temp will be responsible for:

• Providing administrative and customer service support to the Vaccine Clinic and OHS teams
• Training in OHS workflow and Enterprise Health (employee medical records system)
• Checking in patients/families and staff for vaccine appointments
• Assisting with scheduling patient/family and staff vaccine appointments, as needed
• Updating documentation for staff who have received vaccines externally

• Monday-Friday, 7:30 AM-4:00 PM

• Shifts between 7:00 AM-5:30 PM
• Four 10-hour shifts, Monday-Friday
• Possible weekend hours
• Saturday clinic dates:
  10/03, 10/17, and 10/24

* Please note that hours may change depending on clinic volume and staffing needs.

• Transcribes and types correspondence, forms, reports, manuscripts, and other materials involving complex scientific, technical, and/or specialized terminology from recorded dictation, shorthand, or rough draft. Prepares 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.
• Answers, screens, and routes telephone calls and greets and directs patients/families, visitors and staff. Provides routine and/or standardized information within scope of knowledge and authority. Drafts responses to routine correspondence.
• Schedules appointments and meetings and maintains personal calendars for physician/supervisor(s). Reserves meeting locations, orders refreshments, and prepares meeting agenda and other materials. Prepares travel arrangements as necessary. Assists 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.
• Maintains departmental files, records, and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed. Maintains department/office library of reference books, journals, slides, films, and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders standard office supplies according to established guidelines and requests equipment repair services as needed. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies. Communicates with hospital support service departments to request needed services.
• Prepares, routes, and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.

Education:

High School Diploma / GED required

Experience:

• Previous healthcare and/or customer service experience preferred
• Knowledge of Epic strongly preferred
• Experience working in a fast-paced environment
• Excellent time management skills and the ability to work well with individuals from diverse backgrounds