Administrative Coordinator - Cardiovascular Services

bilh; Burlington (MA); On-site; USD 33,000 - 44,000; Full time

Job summary

Beth Israel Lahey Health in Burlington, MA is seeking an organized Administrative Assistant to support senior staff with call screening, calendar management, and document preparation.

Responsibilities include coordinating meetings, maintaining files, handling travel arrangements, and liaising with vendors while upholding strict confidentiality and accuracy in all tasks. Proficient MS Office skills and clear communication are essential.

Qualifications

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

Responsibilities

• Answers and screens telephone calls and greets visitors, directing as needed.
• Types correspondence and prepares documents with stylized formats.
• Schedules appointments and maintains department calendars.
• Organizes and coordinates conferences and events.
• Maintains departmental files and databases and prepares reports.
• Interacts with vendors and staff while maintaining confidentiality.

Skills

Microsoft Office

Communication

Calendar management

Document formatting

Education

High School diploma or GED

Tools

Desktop publishing software

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 Description:

1. Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
2. 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.
3. Schedules appointments and meetings and maintains personal calendars for department chairs, manager or 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.
4. 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.
5. 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.
6. Communicates regularly with vendors, BILH staff, patients and visitors and other customers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests.
7. Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed. Maintains office supply inventory; orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.
8. Prepares, routes and tracks administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.
9. Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.
10. Facilitates problem solving, providing appropriate direction to others. Acts as a department resource to others for information and training.

Required Qualifications:

1. High School diploma or GED required.
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.

Pay Range:

$23.73 - $31.94The 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