Admin Asst II – Administration

Beth Israel Lahey Health; Boston (MA); On-site; USD 60,174,000 - 80,922,000; Full time

Job summary

Beth Israel Lahey Health is seeking an Administrative Assistant to support the department with clerical tasks, appointment scheduling, and record-keeping. The role involves extensive interaction with patients, families, staff, and medical professionals in a fast-paced environment.

The ideal candidate has 1–3 years of related experience, a high school diploma or GED, and proficiency with MS Office tools such as Outlook, Word, Excel, PowerPoint, and Access.

Qualifications

• High School diploma or GED required; Associate’s degree preferred.
• 1-3 years related work experience required.
• Experience with computer systems including web-based applications and MS Office (Outlook/Word/Excel/PowerPoint/Access).

Responsibilities

• Answers and screens telephone calls; greets patients, families, visitors and staff; directs requests appropriately.
• Types and prepares correspondence and documents; proofs for grammar, punctuation and spelling.
• Schedules appointments and maintains calendars.
• Assists in preparation for conferences, seminars and events.
• Organizes and maintains department files, records and databases.
• Enters information into databases/spreadsheets; prepares routine forms and documents.
• Routes materials for authorizations and monitors receipt; collaborates with other departments to resolve delays.
• Performs other duties as assigned.

Skills

Customer service

Written communications

Oral communications

Teamwork

Education

High School diploma or GED

Associate’s degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

When you join the growing BILH team, you’re not just taking a job, you’re making a difference in people’s lives. Provides secretarial and administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, medical practitioners and medical center staff.

Job Description

Essential Responsibilities:

• Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.
• Schedules appointments and meetings and maintains calendars and schedules as assigned.
• Assists in preparation for conferences, seminars and other department sponsored programs or events.
• Receives, records and prepares related materials.
• Organizes and maintains department files, records and databases following established procedures.
• Enters information from source documents into databases and/or spreadsheets.
• Prepares, routes and tracks routine administrative forms and documents.
• If applicable, routes materials for required authorizations and monitors receipt by final destination. May communicate with other hospital departments to resolve delays, problems and errors.
• Performs other duties as assigned by the department.

Required Qualifications

• High School diploma or GED required. Associate’s degree preferred.
• 1-3 years related work experience required.
• Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Competencies Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature Of The Job Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Pay Range

$21.00 – $28.26

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients’ lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled