Administrative Coordinator- Vaccine Research

Anna Jaques Hospital; Boston (MA); On-site; USD 34,000 - 47,000; Full time

Job summary

Beth Israel Lahey Health is seeking an Administrative Specialist to support leadership and a department within our GCLP program. The role coordinates administrative tasks, meetings, travel arrangements and prepares materials, while upholding hospital policies and confidentiality.

On-site position requiring 3–5 years of related experience and advanced Microsoft Office skills. The role involves filing, data entry in WorkDay, vendor communications, and multi-document review to ensure accuracy and

Qualifications

• 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.

Responsibilities

• Screen calls and schedule meetings for high-level positions.

Skills

Microsoft Office

Written and verbal communication

Scheduling and coordinating meetings

Education

High School diploma or GED

Associate's degree preferred

Tools

WorkDay Financials

Supply Chain Management 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.

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, and division Good Clinical Laboratory Practices (GCLP).

This is an on-site position.

• 1. Performs annual internal audits of procedures and personnel, quality checks all research and clinical data files, and performs additional administrative tasks that include the review and editing of multiple documents and report generation as part of our laboratory GCLP program. These tasks may require entry into laboratory spaces.
• 2. 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)
• 3. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential)
• 4. Schedules appointments and meetings for center staff, as needed. 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. (essential)
• 5. 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. (essential)
• 6. Communicates regularly with vendors, medical center staff, and researchers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests. (essential)
• 7. Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed.
• 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. (essential)
• 9. Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents. (essential)

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 occasionally

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, geographyof 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