Administrative Coordinator - Cardiovascular Services

Beth Israel Lahey Health•Boston, MA

1d•$24 - $32

About The Position

Performs a variety of administrative tasks in support of the mission and goals of the Cardiovascular Services division, encompassing multiple clinical departments. Provides functional guidance to other administrative staff. The role supports administrative operations, communication, scheduling, records management, events, supplies, and problem-solving across 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; ability to produce complex documents, perform analysis, and maintain databases.
Staff must be vaccinated against influenza as a condition of employment.

Responsibilities

Answers and screens telephone calls, takes accurate messages or 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 or stylized formatting and specialized commercial software.
Schedules appointments and meetings and maintains calendars for department chairs, managers, or directors; organizes conference calls and meetings, reserves locations and equipment, prepares agendas and materials, and arranges travel as needed.
Organizes and schedules department-sponsored conferences, seminars, and other programs or events, coordinating locations, registration, fees, agendas, refreshments, materials, and equipment.
Maintains departmental files, records, databases, and reference library; enters information into databases or spreadsheets and compiles, prints, and distributes periodic reports and other materials.
Communicates with vendors, BILH staff, patients, visitors, and other customers; gathers and disseminates information while maintaining confidentiality, and independently researches and follows through on requests.
Performs routine office equipment maintenance or setup and requests repairs; maintains office supply inventory, orders supplies, and reconciles orders and invoices, resolving delays, billing errors, or discrepancies.
Prepares, routes, and tracks administrative forms and documents; routes materials for authorization, monitors delivery to their final destination, and works with other hospital departments to resolve delays and errors.
Performs routine 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 departmental resource for information and training.