Administrative Coodinator

Beth Israel Lahey Health; United States; On-site; USD 34,000 - 46,000; Full time

Job summary

Beth Israel Lahey Health is seeking an experienced administrative specialist to support leadership and a division by coordinating administrative work, projects, and staff. The role is fully on-site and involves lab supply handling, scheduling, and preparing information for high-level meetings.

The ideal candidate has 3–5 years of related experience and strong Microsoft Office skills. You will engage in data analysis, prepare complex documents, and assist with audits as part of the GCLP program.

Qualifications

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

Responsibilities

• Screens calls and prioritizes meetings for high-level positions.
• Schedules and prepares for diverse appointments and travel arrangements.
• Oversees committee planning, distributes minutes and prepares materials.
• Plans and coordinates high-profile programs and events for the department.
• Composes and edits complex correspondence and reports for manager approval.
• Compiles and analyzes data from multiple sources for detailed documents and presentations.
• Performs department-specific responsibilities as documented locally.

Skills

Office administration

Customer service

Teamwork

Written & verbal communications

Education

High School diploma or GED

Associate's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

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.

• 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.

• 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.

• 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 occasionally

Pay Range

Pay Range: $24.98 - $33.62 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 At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life. While you're busy caring for and supporting our patients, we take care of you.