Administrative Assistant III

Beth Israel Lahey Health•Brookline, MA

12d•$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.

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.