Administrative Assistant to the Chair, Vascular Surgery Clinic

Beth Israel Lahey Health•Burlington, MA

5d•$24 - $32

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 Description: Performs a variety of administrative tasks in support of the mission and goals of the division, encompassing multiple clinical departments. Provides functional guidance to other administrative staff.

Requirements

High School diploma or GED required.
3-5 years 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.

Responsibilities

Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within 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 department chairs, manager or 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.
Communicates regularly with vendors, BILH staff, patients and visitors and other customers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests.
Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed. Maintains office supply inventory; orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.
Prepares, routes and tracks administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.
Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.
Facilitates problem solving, providing appropriate direction to others. Acts as a department resource to others for information and training.