Administrative Coodinator

Beth Israel Lahey Health; Boston (MA); On-site; USD 34,000 - 46,000; Full time

Job summary

Beth Israel Lahey Health is seeking an experienced administrative professional to support leadership by coordinating complex schedules, meetings and travel. This on-site role handles a range of office duties, prepares correspondence, and assists in audits within the laboratory GCLP program.

You'll manage committee materials, generate reports and presentations, track data, and help improve workflows across departments while upholding hospital policies and procedures.

Qualifications

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

Responsibilities

• Screens telephone calls and manages access to high-level positions for face-to-face meetings, or redirects as needed.
• Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
• Oversees planning and preparation for committees; distributes minutes and materials.
• Plans, coordinates and makes recommendations for high-profile programs and events.
• Independently composes and edits complex correspondence and reports for manager approval.
• Compiles, analyzes and summarizes data to create detailed documents and presentations.
• Completes department-specific responsibilities documented at the local level.

Skills

Outlook

Word

Excel

PowerPoint

Access

Microsoft Office

Education

High School diploma or GED

Associate's degree preferred

Tools

MS Office suite

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 support for leadership positions and a division or department by coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.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:1. Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation.2. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.3. Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.4. Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.5. Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.6. Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.7. Completes department-specific responsibilities which are documented at the local level.Required Qualifications:1. High School diploma or GED required. Associate's degree preferred.2. 3-5 years related work experience required.3. 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 guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.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 set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.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 act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.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 occasionallyPay Range:$24.98 – $33.62The 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/DisabledEmployment: Full-timeHours/Week: 40Shift: DayCategory: Administrative & ClericalPay Range: $24.98 - $33.62FLSA: Non-ExemptReq ID: JR106592