Administrative Coodinator

Beth Israel Lahey Health

2d•$25 - $34•Onsite

About The Position

Provides administrative support for leadership positions and a division or department by coordinating administrative work, projects, and staff. The role performs administrative functions requiring in-depth knowledge of departmental programs, operations, services, and hospital policies and procedures. This is a fully on-site position. The position may maintain laboratory supply inventory and order office supplies using Workday Financials and Supply Chain Management software. It receives and reconciles supply orders and invoices, resolving delays, billing errors, or discrepancies; responds to requests with timely, clear, and accurate information within the scope of its knowledge and authority; and assists with annual internal audits of procedures and personnel for the laboratory GCLP program, which may involve entering laboratory spaces. The role screens telephone calls and access for high-level positions, schedules and prepares complex appointments, meetings, and travel, and oversees committee planning and preparation. It plans and coordinates department programs and events, composes and edits complex and sensitive correspondence and reports, and compiles, analyzes, and summarizes information from multiple sources for detailed documents, reports, and presentations. Additional department-specific responsibilities may be documented locally.

Requirements

High school diploma or GED required.
Three to five 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.
Ability to produce complex documents, perform analysis, and maintain databases.
Clear and effective written communication in English.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
Working knowledge of standard concepts, practices, procedures, and policies, with the ability to use them in varied situations.
Ability to make decisions guided by precedents, policies, and objectives, including decisions and recommendations affecting a department or functional area.
Ability to analyze varied problems or interpret situations using direct observation, knowledge, skills, and general precedents.
Ability to set goals and determine how to achieve defined results with some guidelines, under broad managerial or director guidance.
Ability to provide professional, respectful, service-oriented customer service using active listening and problem-solving skills, and to remain calm in stressful situations.

Nice To Haves

Associate's degree preferred.

Responsibilities

Screens telephone calls and access for high-level positions, determining which individuals need face-to-face meetings, which can be referred to other managers, and which situations can be resolved directly.
Schedules and prepares for diverse and complex appointments, meetings, and travel arrangements.
Oversees planning and preparation for committees; distributes minutes and prepares agendas, materials, and committee work.
Plans, coordinates, and makes recommendations in preparation for high-profile departmental programs and events.
Independently composes and edits complex and sensitive correspondence, reports, and documents for manager approval.
Compiles, analyzes, and summarizes data from multiple sources to create detailed documents, reports, and high-level presentations.
Completes department-specific responsibilities documented at the local level.
Maintains laboratory supply inventory and orders office supplies using Workday Financials and Supply Chain Management software, as assigned.
Receives and reconciles supply orders and invoices and identifies and resolves delays, billing errors, or discrepancies, as assigned.
Responds to requests in a timely manner and provides clear and accurate information within the scope of knowledge and authority.
Assists in annual internal audits of procedures and personnel as part of the laboratory GCLP program; tasks may require entry into laboratory spaces.