Administrative Coordinator-Gynecology

Beth Israel Lahey Health•Burlington, VT

12d•$24 - $32

About The Position

Performs a variety of administrative tasks supporting the mission and goals of the Gynecology division and multiple clinical departments. Provides functional guidance to other administrative staff. The role supports patients, families, visitors, staff, vendors, and other customers; maintains departmental records and systems; coordinates schedules and events; and handles routine office operations. All staff are required to be vaccinated against influenza as a condition of employment.

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.
Ability to produce complex documents, perform analysis, and maintain databases.
Must be vaccinated against influenza as a condition of employment.

Responsibilities

Answers and screens telephone calls, takes accurate messages, directs calls, greets and directs patients, families, visitors, and staff, and responds to requests with clear and accurate information within the scope of knowledge and authority.
Types, formats, proofreads, and edits correspondence, forms, reports, manuscripts, and other materials, including documents requiring complex formatting or specialized commercial software.
Schedules appointments and meetings, maintains calendars for department chairs, managers, or directors, organizes conference calls, reserves locations and equipment, prepares agendas and materials, and arranges travel as needed.
Organizes and schedules conferences, seminars, and other department-sponsored programs or events, coordinating locations, registration, agendas, refreshments, materials, and equipment.
Maintains departmental files, records, databases, and reference library; enters source information into databases or spreadsheets; and compiles, prints, and distributes reports, mailing labels, and other information.
Communicates with vendors, BILH staff, patients, visitors, and other customers; gathers and disseminates information while maintaining confidentiality as appropriate; and independently researches and follows up on requests.
Performs routine maintenance or setup of office equipment, requests repairs, manages office supply inventory, orders supplies, and reconciles supply orders and invoices, addressing delays, billing errors, or discrepancies.
Prepares, routes, and tracks administrative forms and documents; routes materials for authorization, monitors delivery to final destinations, and works with hospital departments to resolve delays and errors.
Performs clerical duties including opening and sorting mail, photocopying, and sorting, collating, and distributing documents.
Facilitates problem solving, provides appropriate direction to others, and serves as a department resource for information and training.