Administrative Assistant 2

Beth Israel Lahey Health • Charlestown, MA

32d • $22 - $29

About The Position

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.The Administrative Assistant II supports Beth Israel Lahey Health (BILH) by providing administrative, calendar management, and department project support that enables the teams to develop and implement strategic growth plans for the system and its business units. Serves as the key liaison for System Services departments. Work involves an extensive amount of coordination with external partnerships and constituents, as well as highly confidential strategic information.Job Description:Essential Duties & Responsibilities including but not limited to: 1. Serves as the primary point of administrative contact with other departments across BILH and within each business unit relative to calendar management and other administrative tasks. 2. Coordinates meeting set-up, as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance. 3. Accesses or otherwise keeps abreast of the schedules of Managers and Directors in the Department. 4. Assists in the project management, coordination, supervision, and completion of special department projects and events, which may include research, surveying, database management and reporting, and support for implementation of system-wide policies and procedures.5. Supports departmental fiscal management by overseeing office accounts and monitoring expenditures. 6. Develops and maintains budget log. Coordinates invoices on a weekly basis. 7. Serves as liaison to the Accounting/Finance department regarding departmental expenses. 8. Serves as point of contact for vendors in terms of securing appropriate documentation for legal review processes and accounts payable processing.Organizational Requirements:Complies with all Beth Israel Lahey Health policies, as well as those of Beth Israel Lahey Health affiliates, providers, networks, etc.Complies with behavioral expectations of Beth Israel Lahey Health.Maintains courteous and effective interactions with colleagues and patients.Demonstrates an understanding of the job description, performance expectations, and competency assessment.Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.Participates in departmental and/or interdepartmental quality improvement activities.Participates in and successfully completes Mandatory Education.Performs all other duties as needed or directed to meet the needs of the department

Requirements

• Associate's Degree or equivalent.
• 5+ years of progressively advancing experience as an administrative assistant/coordinator
• Skill in organizing resources and establishing priorities
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
• Superb communication, listening, relationship-building, and follow through skills are necessary
• Ability to work effectively within a large and complex organization, with a wide range of constituencies in a diverse community.
• Ability to foster a cooperative work environment
• Advanced skills with Microsoft applications, including Outlook, Word, Excel, and PowerPoint
• Demonstrated experience in budget preparation and fiscal management
• Ability to use independent judgment and to manage and impart confidential information
• Complies with all Beth Israel Lahey Health policies, as well as those of Beth Israel Lahey Health affiliates, providers, networks, etc.
• Complies with behavioral expectations of Beth Israel Lahey Health.
• Maintains courteous and effective interactions with colleagues and patients.
• Demonstrates an understanding of the job description, performance expectations, and competency assessment.
• Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
• Participates in departmental and/or interdepartmental quality improvement activities.
• Participates in and successfully completes Mandatory Education.
• Performs all other duties as needed or directed to meet the needs of the department

Responsibilities

• Serves as the primary point of administrative contact with other departments across BILH and within each business unit relative to calendar management and other administrative tasks.
• Coordinates meeting set-up, as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance.
• Accesses or otherwise keeps abreast of the schedules of Managers and Directors in the Department.
• Assists in the project management, coordination, supervision, and completion of special department projects and events, which may include research, surveying, database management and reporting, and support for implementation of system-wide policies and procedures.
• Supports departmental fiscal management by overseeing office accounts and monitoring expenditures.
• Develops and maintains budget log. Coordinates invoices on a weekly basis.
• Serves as liaison to the Accounting/Finance department regarding departmental expenses.
• Serves as point of contact for vendors in terms of securing appropriate documentation for legal review processes and accounts payable processing.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Ambulatory Health Care Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees