Operations Administrator - Nursing

Beth Israel Lahey Health; Cambridge (MA); On-site; USD 64,000 - 87,000; Full time

Job summary

Beth Israel Lahey Health in Cambridge, MA is seeking an organized Administrative Operations Coordinator to support daily nursing department activities across inpatient and ambulatory units. You will coordinate documents, assist with budgeting, and liaise with Nursing leadership to ensure high-quality service.

This role requires 3–5 years hospital admin experience, an Associate's degree (Bachelor's preferred), and proficiency with MS Office.

Qualifications

• Associate's degree required; Bachelor's preferred.
• 3–5 years of related administrative support in a hospital setting.
• Ability to work independently on a wide variety of projects and issues.
• Excellent communication, organizational and problem-solving skills.
• Experience with computer systems required, including web-based applications and some Microsoft Office applications (Outlook, Word, Excel, PowerPoint or Access).

Responsibilities

• Provides support in the daily management of operations for the Department of Nursing.
• Coordinates the flow of documents, purchase orders, invoices, and check requests for staff; monitors accounts with accounting.
• Serves as liaison for division and supervisors in support departments; identifies improvement projects.
• Collaborates with Nursing leaders to ensure regulatory readiness and participates in Environment of Care rounds.
• Independently manages Facilities and Clinical Engineering related projects and coordinates training, relocation and renovation processes.

Skills

Administrative support

Communication

Organization

Problem-solving

MS Office proficiency

Education

Associate's degree

Bachelor's degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Access

Microsoft Office

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.

Coordinates and facilitates daily operations and administrative activities that support the Department of Nursing, including inpatient and ambulatory nursing units. Partners with Nursing leadership to provide high quality service to our patients across multispecialty programs.

Job Description

Essential Responsibilities including but not limited to:

• Provides support in the daily management of operations. Assesses systems. Acts as a resource regarding policies and procedures. Handles matters that are complex, sensitive and confidential. Participates in training of unit coordinators. Coordinates the flow of documents, purchase orders, invoices, and check requests for the staff. Monitors accounts and coordinates with accounting.
• Serves as liaison for the division and supervisors in support departments. Identifies and staff improvement projects. Purchases/replaces equipment and ensures storage. Assesses and coordinates supply chain opportunities. Coordinates room maintenance program. Prepares agenda and materials, distributes minutes for project meetings.
• Collaborates with Nursing leaders to ensure regulatory readiness, demonstrating knowledge of regulatory guidelines. Serves as a representative of department on the Environment of Care Committee and participates in regular Environment of care/EVS/infection control rounds in all areas of the hospital.
• Independently manages Facilities and Clinical Engineering related projects. Responsible for coordinating the installation of technology/software, utility shutdowns, and maintenance updates. Works closely with Facilities Project manager. Coordinates training and education related needs. Coordinates office relocation and renovation processes.
• Represents department at various meetings and handles additional administrative responsibilities at the discretion of the direct supervisor/manager. Coordinates with local nursing leaders and Patient Relations regarding patient/visitor lost belongings and provides follow up directly with patients and families, coordinates reimbursement payment through accounts payable.
• Other duties as assigned by direct supervisor/manager.

Required Qualifications

• Associate's degree required. Bachelor's degree preferred.
• 3-5 years related work experience required in administrative support in a hospital setting preferred.
• Ability to work independently on a wide variety of projects and issues.
• Excellent communication, organizational and problem-solving skills.
• Creative ability to address problems and challenges and produce favorable outcomes.
• Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

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 highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.

Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.

Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.

Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.

Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.

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

Medium work: Exerting up to 50 pounds of force occasionally and or up to 20 pounds of force frequently. Job is physical in nature and employee needs to stand and/or move around through the majority of their shift.

Pay Range

$64,480.00 USD - $87,360.00 USD

The pay range listed for this position is the annual base salary 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.

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