Administrative Associate

Beth Israel Lahey Health; Boston (MA); On-site; USD 31,000 - 42,000; Full time

Job summary

Beth Israel Lahey Health is seeking a seasoned administrative professional to provide comprehensive secretarial and administrative support to directors and department leaders. The role requires handling inquiries from diverse populations, managing calendars, arranging travel, and preparing meetings with many participants.

You will maintain files, generate reports from multiple sources, and prepare complex documents and presentations with graphics and charts for reviews and decisions.

Qualifications

• High School diploma or GED required.
• Associate’s degree preferred.
• 3-5 years related work experience required.
• Advanced skills with Microsoft applications: Outlook, Word, Excel, PowerPoint, Access.

Responsibilities

• Answers telephones, schedules appointments and maintains calendars, and coordinates meetings.
• Plans, schedules and organizes meetings, prepares agendas and distributes minutes.
• Prepares complex documents, reports and presentations with graphics and charts.
• Maintains department files and databases, and compiles reports from multiple sources.
• Supports programs and events for the department and coordinates travel as needed.
• Type and edit manuscripts and other documents with specialized formatting.

Skills

Microsoft Office

Outlook

Word

Excel

PowerPoint

Access

Education

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 a wide variety of secretarial and administrative responsibilities in support of directors or other leadership positions of a division or department. Performs various administrative functions to support operations, resolve problems and answer detailed questions, requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures. Involves extensive interaction with diverse populations including the public and visitors, patients and families, medical practitioners and medical center staff.

Job Description

Essential Responsibilities: Answers telephones, schedules appointments and maintains calendars, organizes conference calls, makes travel arrangements as needed and prepares for meetings with large numbers of participants. Provides support to committees by planning, scheduling and organizing meetings and location, preparing the agenda and related materials, taking and distributing minutes. Assists in planning and coordinating programs, seminars and events for the department or division. Orders supplies and services and performs other related duties as assigned. Maintains department’s or division’s files and databases. Compiles periodic and ad hoc reports using data and information from multiple sources . Prepares complex documents and reports with graphics, detailed charts, graphs and stylized formatting for presentations. Composes and edits correspondence, reports and documents for final approval. Types and edits manuscripts and/or other documents which may include scientific, technical or specialized terminology and specialized formatting. Other duties as assigned by the department.

Required Qualifications

High School diploma or GED required. Associate’s degree preferred. 3-5 years 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

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

$22.71 - $30.57 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