Administrative Assistant III - Pathology

Beth Israel Lahey Health • Boston, MA

2d • $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. Job Summary: 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. Job Description: Essential Responsibilities: Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients/families, visitors, and staff. Responds to requests in a timely manner and provide clear and accurate information within the scope of knowledge and authority. 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: 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, compiling, printing, and distributing 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.

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.
• May produce complex documents, perform analysis and maintain databases.
• 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.
• 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

Nice To Haves

• Associate's degree preferred.

Responsibilities

• Answers and screens telephone calls.
• Takes accurate messages or directs the call to the appropriate person.
• Greets and directs patients/families, visitors, and staff.
• Responds to requests in a timely manner and provide clear and accurate information within the scope of knowledge and authority.
• 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: 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, compiling, printing, and distributing 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

• 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.
• Equal Opportunity Employer/Veterans/Disabled
• At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs.
• Our culture promotes continuous learning, growth, innovation and a sense of belonging.
• We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life.
• While you're busy caring for and supporting our patients, we take care of you.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees