Admin Asst III -Administration

Beth Israel Lahey Health

2d • $22 - $29 • Onsite

About The Position

Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff. This is a fully on-site position.

Requirements

• High School diploma or GED required.
• 3-5 years of related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access, and other web-based applications.
• Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
• Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
• 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.
• Ability to communicate clearly and effectively in written English with internal and external customers.
• Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• 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.
• Must be vaccinated against influenza (flu) as a condition of employment.

Nice To Haves

• Associate's degree preferred.

Responsibilities

• Maintains lab supply inventory and orders office supplies according to established guidelines using WorkDay Financials and Supply Chain Management software.
• Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.
• Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Assists in annual internal audits of procedures and personnel as part of our laboratory GCLP program. These tasks may require entry into laboratory spaces.
• Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person.
• Greets and directs patients/families, visitors, and staff.
• 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.
• Schedules appointments and meetings and maintains personal calendars for manager/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.
• Organizes and schedules conferences, seminars, or other department-sponsored programs or events.
• Coordinates all necessary arrangements for events: location, registration forms, and fees, agenda, refreshments, materials, and equipment.
• Maintains departmental files, records, and databases.
• Enters information from source documents into computer databases and/or spreadsheets.
• Compiles, prints, and distributes periodic reports, mailing labels, and other information as needed.
• Maintains department reference library of books, journals, and other materials.
• Other duties as assigned by the department.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED