Admin Asst III -Administration

Anna Jaques Hospital; Boston (MA); On-site; USD 30,000 - 40,000; Full time

Job summary

Beth Israel Lahey Health is seeking a detail-oriented administrative secretary to provide secretarial support to a department director. The role requires handling calls, scheduling, document prep, and maintaining records in a fast-paced, on-site environment.

Responsibilities include coordinating meetings, travel arrangements, and event logistics, with a strong emphasis on accuracy, customer service, and confidentiality. Minimum 3–5 years of relevant experience preferred.

Qualifications

• High School diploma or GED required.
• Associate's degree preferred.
• Advanced skills with Microsoft applications (Outlook, Word, Excel, PowerPoint, Access) and other web-based applications.

Responsibilities

• Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person.
• Greets and directs patients/families, visitors, and staff. Responds to requests in a timely manner and provides clear and accurate information within the scope of knowledge and authority.
• Types correspondence, forms, reports, manuscripts, or other materials with complex formatting; prepares documents with stylized formats using desktop publishing or graphics packages; proofreads and edits for grammar, punctuation, and spelling.
• Schedules appointments and meetings and maintains calendars; organizes conference calls, reserves meeting locations and equipment; prepares agendas and travel arrangements.
• Organizes and schedules conferences, seminars, or department-sponsored programs; coordinates location, registration, fees, agenda, refreshments, materials, and equipment.
• Maintains departmental files, enters information into databases/spreadsheets, prints/distributes periodic reports, and maintains reference library.
• Other duties as assigned by the department.

Skills

Microsoft Office

Education

High School diploma or GED

Associate's degree preferred

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.

Job Summary

Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff. This is a fully on-site position. In addition to the Primary Responsibilities listed below, the following work may also be assigned to individuals in this position.

1. Using the WorkDay Financials and Supply Chain Management software, this position maintains lab supply inventory and orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. (essential)
2. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential)
3. Assists in annual internal audits of procedures and personnel as part of our laboratory GCLP program. These tasks may require entry into laboratory spaces.

Job Description

Essential Responsibilities

• Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients/families, visitors, and staff. Responds to requests in a timely manner and provide clear and accurate information within the scope of knowledge and authority.
• Types correspondence, forms, reports, manuscripts, or other materials that may require complex formatting. Prepares documents with stylized formats, lettering, or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation, and spelling.
• Schedules appointments and meetings and maintains personal calendars for manager/director(s). Organizes conference calls and meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed.
• Organizes and schedules conferences, seminars, or other department-sponsored programs or events. Coordinates all necessary arrangements: location, registration forms, and fees, agenda, refreshments, materials, and equipment.
• 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 reference library of books, journals, and other materials.
• Other duties as assigned by the department.

Required Qualifications

• High School diploma or GED required. Associate's degree preferred.
• 3-5 years of related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access, and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies

Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.

Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.

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

$21.63 - $29.11

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, geographyof 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