Administrative Assistant II

Beth Israel Lahey Health; Newburyport (MA); On-site; USD 29,000 - 39,000; Full time

Job summary

Beth Israel Lahey Health is seeking an Administrative Assistant II to support the Senior Director of Support Services. You will coordinate daily department activities, prepare correspondence, manage calendars, and ensure compliance with safety and facility processes.

You will handle purchasing, reporting, and meeting logistics, maintaining systems and records while acting as a liaison across clinical and facilities teams.

Qualifications

• Must possess verbal and written communication to interact with diverse health care teams.
• Proficient in Microsoft Office applications and Meditech; able to navigate internal systems.

Responsibilities

• Supports the Senior Director of Support Services to ensure smooth operation of Facilities, EVS, Transport, Security, Switchboard and Food and Nutrition.
• Answers the phone professionally and routes urgent requests promptly; maintains timely pages.
• Generates monthly employee status, timecard and open work order reports; prepares monthly safety materials.
• Purchases supplies and enters orders into the hospital purchasing system.
• Types letters, memos and reports; prepares correspondence within deadlines.
• Manages Safety Meeting materials, minutes and documentation for inspections.
• Maintains electronic Work Order Management System and coordinates with biomedical staff.
• Schedules and attends Environment of Care activities; compiles results for directors.

Skills

Verbal and written communication

Administrative procedures

Calendar management

Education

High School Diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Meditech

Internet

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.

Performs a wide range of secretarial duties as deemed necessary by the Department Director/Safety Officer. Generates corrective and preventive maintenance work orders, orders all departmental supplies and generates the necessary purchase orders. Attends, records minutes, collects and distributes monthly safety packages for the Safety Officer. Manages Electronic SDS system for the hospital. Under the general direction of Senior Director, the Administrative Assistant II performs a combination of administrative, project and secretarial work. The Position is responsible for coordinating the day-today activities of the assigned department and administrative operations while working closely with management staff. The incumbent prepares correspondence, reports and other documents; manages schedules and calendars and other similar activities. This position serves as a resource regarding departmental policy, procedures and practice.

Job Description

ESSENTIAL FUNCTIONS

Roles and Responsibilities

• Supports the Senior Director of Support Services to ensure that the Support Service Department including Facilities, EVS, Transport, Security, Switchboard and Food and Nutrition operates in a smooth and efficient manner as determined by the Director of Support Services.
• Answers the telephone in a pleasant and courteous manner, identifying him/herself and the department. Immediately pages the departments’ supervisor for requests that are of an urgent nature within an acceptable time frame for the given situation. This time frame shall not exceed five minutes.
• Generates monthly employee status, work completion summary and open work order reports during the first week of the new month.
• Generates outside bills the first week of each month for the fiscal department.
• Purchases all supplies requested by the departments’ staff that has been approved for purchase by the department director and properly enters them into the hospitals purchasing system.
• Types letters, memos, reports, studies, etc., as requested by the department director or supervisor within established deadlines.
• Prepares Safety Meeting material for monthly safety meetings for all members, attends meetings and takes minutes, transcribes them within 72 hours as well as updates and files documentation continuously so that we will be prepared for a JCAHO or DPH inspection at all times.
• Reviews, edits and assists employees in completing weekly timecards, ensuring all are signed and submitted in a timely manner.
• Assists Facilities Manager with maintaining up-to-date certificates and inspections in order to maintain compliance with JCAHO and DPH
• Manages the electronic Work Order Management System for both Facilities and EVS including creating, assigning and updating work orders as well as creating recurring work orders to maintain compliance and updating hospital assets as appropriate.
• Acting as a liaison between all clinical departments and our biomedical company, ensures that all bio-medical work requests are documented and tracked for prompt completion.
• Schedules, organizes and attends semi-annual Environment of Care for hospital departments and off-site locations. This includes compiling and entering results into electronic Work Order Management System and providing each director/manager with a summary of findings.

Leadership Capabilities

• At times and when directed, may provide guidance and support to others while acting as a resource, trainer and/or preceptor.

Minimum Qualifications

Education: High school or equivalent

Experience: Related experience in similar departmental setting preferred but not required

Skills, Knowledge & Abilities

• Must poses verbal and written skills to communicate effectively and courteously with a diverse group of professional and non-professional members of the health care team, patients and family/significant others.
• Proficient in Microsoft Applications (Outlook, Word, Excel, PowerPoint, Access) Meditech and the Internet

FUNTIONAL DEMANDS

Physical Demands

• Prolonged sitting and repetitive skills such as typing and filing.
• Office Setting

Nonessential Functions

Age Specific Criteria

• Non-patient care provider

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 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