Administrative Assistant III, Pharmacy Administration

Beth Israel Lahey Health, Inc.; Boston (MA); On-site; USD 29,797 - 40,101; Full time

Job summary

Beth Israel Deaconess Medical Center in Boston, MA is seeking an Administrative Assistant III to support the Pharmacy Administration and leadership. This onsite role provides confidential secretarial support, handles calls, schedules meetings, and coordinates travel and events for Directors and senior staff.

The position requires a High School diploma or GED, 3–5 years of related experience, strong Microsoft Office skills, and excellent written and oral communication.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 3-5 years of related work experience required.
• Advanced skills with Microsoft Office applications.
• Ability to communicate clearly in written English.

Responsibilities

• Answers and screens telephone calls; greets patients, families, visitors and staff.
• Types correspondence, forms, reports with complex formatting.
• Schedules appointments and manages calendars for managers/directors.
• Coordinates meetings, conferences, and travel arrangements as needed.
• Maintains departmental files and databases and prepares reports.

Skills

Written communication

Oral communication

Customer service

Teamwork

Problem solving

Decision making

Independent work

Time management

Education

High School diploma or GED

Associate's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Job description

## Administrative Assistant III, Pharmacy AdministrationApplylocations: Beth Israel Deaconess Medical Centertime type: Full timeposted on: Posted Todayjob requisition id: JR93211**When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.**Join the exceptional pharmacy team at Beth Israel Deaconess Medical Center, a world-class teaching hospital known for its excellence in patient-centered care and professional growth. This Administrative Assistant III role supports senior leaders and hiring managers, and providers general administrative support across the Pharmacy Department. At BIDMC, you’ll collaborate with a multidisciplinary team in a dynamic environment that values innovation, compassion, and professional development. This is an onsite position in Boston, MA, Monday through Friday (with some flexibility based on the incumbent's schedule).**Job Description:**Provides secretarial and administrative support to Directors and other leadership roles in the Pharmacy Department at BIDMC. Involves extensive interaction with diverse populations including all pharmacy staff, medical practitioners, medical center staff, external customers, and visitors.**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 - $29.11The 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.