Administrative Assistant - Care Coordination

Tufts Medicine•Boston, MA

3d•$20 - $25

About The Position

This role provides administrative and business support to help the organization achieve operational goals and ensure the department operates continuously, efficiently, and smoothly. The work includes clerical and receptionist duties, customer service, document preparation, information handling, filing, routine reporting, appointment and meeting coordination, responding to inquiries, data entry, and operating office equipment. The position handles routine matters to conserve the supervisor’s time and works under moderate supervision, applying basic job procedures and tools and sometimes interpreting or adapting standard procedures. The Administrative Assistant supports department staff and management by managing calls and messages, maintaining calendars and filing systems, processing forms and mail, coordinating meetings and travel, ordering supplies, and assisting with staff setup. The role requires discretion with confidential information, sound organization and communication skills, and the ability to manage changing priorities. The work is performed in a normal office setting with frequent contact with patients, medical staff, and department personnel.

Requirements

High school diploma or equivalent.
Two years of related experience.
Ability to manage multiple simultaneous tasks and prioritize according to established criteria and protocols.
Good verbal and written communication skills in English, including in-person and telephone communication.
Good computer skills, including Microsoft Outlook, Excel, and PowerPoint.
Ability to take accurate messages.
Excellent interpersonal skills.
Ability to work under pressure.
Working knowledge of office equipment such as printers and fax machines.
Ability to adapt to conflicting or changing priorities.

Nice To Haves

Five years of related experience.

Responsibilities

Maintain departmental policies, procedures, objectives, quality assurance programs, and safety, environmental, and infection control standards.
Prepare correspondence, reports, memoranda, special projects, technical papers, and related materials; take and transcribe confidential dictation.
Schedule and coordinate meetings and facilities, including travel and lodging arrangements when needed.
Receive, handle, and transfer departmental calls and messages promptly and courteously.
Greet visitors professionally and direct them to the appropriate person or location.
Gather information for conferences, meetings, and reports.
Process incoming mail by opening and date-stamping it, organizing it for the Administrative Manager’s action and follow-up, and filing it for review.
Arrange travel through the hospital travel agent, including flights, hotels, and conferences; maintain required documentation and submit reimbursement expenses in accordance with hospital policy.
Develop and maintain an organized office filing system, including a hospital-network directory, and keep filing current on a daily basis.
Process hospital forms, including employee action forms, purchase requisitions, payment requests, and petty-cash forms, ensuring required documentation is attached.
Maintain and order office supplies.
Refer equipment problems beyond the department’s repair capabilities to Medical Engineering personnel.
Support professional growth through educational programs, current literature, in-service meetings, and workshops.
Maintain confidentiality in office matters.
Collaborate with peers and colleagues to contribute to group goals and foster a positive work environment.
Monitor the cost and quality of departmental supplies purchased from outside vendors and negotiate purchase agreements with vendors.
Attend meetings as requested and prepare meeting notes for distribution; compose letters and memoranda from dictation, verbal direction, or knowledge of hospital policy and procedures.
Coordinate assignment and setup for new staff, including network request forms, passwords, and ordering and setup of new equipment.