Administrative Coordinator-Gynecology

Beth Israel Lahey Health•Peabody, MA

11d•$24 - $32

About The Position

The Administrative Coordinator supports the mission and goals of the Gynecology division and multiple clinical departments by performing a variety of administrative tasks. The role provides functional guidance to other administrative staff and serves as a departmental resource for information and training. Responsibilities include answering and screening calls; greeting and directing patients, families, visitors, and staff; preparing and editing correspondence and other documents; coordinating calendars, appointments, meetings, conferences, seminars, and department events; maintaining files, records, databases, and reference materials; communicating with vendors, hospital staff, patients, visitors, and other customers; managing office equipment and supplies; routing and tracking administrative forms; and performing routine clerical duties. The coordinator also researches requests, follows through on them, and helps facilitate problem solving. The position requires a high school diploma or GED, 3–5 years of related work experience, and advanced skills with Microsoft applications and other web-based applications. The listed base hourly pay range is $23.73–$31.94. Beth Israel Lahey Health requires staff to be vaccinated against influenza as a condition of employment.

Requirements

High school diploma or GED.
3–5 years of related work experience.
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.

Responsibilities

Answers and screens telephone calls, takes accurate messages or directs calls, greets and directs patients, families, visitors, and staff, and provides timely and accurate information within the scope of knowledge and authority.
Types, formats, proofreads, and edits correspondence, forms, reports, manuscripts, and other materials, including documents using 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 makes travel arrangements as needed.
Organizes and schedules conferences, seminars, and other department programs or events, coordinating locations, registration, fees, agendas, refreshments, materials, and equipment.
Maintains departmental files, records, databases, and reference library materials; enters information into databases or spreadsheets; and compiles, prints, and distributes reports and other information.
Communicates with vendors, BILH staff, patients, visitors, and other customers; provides, gathers, and disseminates information while maintaining confidentiality as appropriate; and researches and follows through on requests.
Performs routine maintenance or setup of office equipment, requests repairs, maintains office supply inventory, orders supplies, and reconciles supply orders and invoices, resolving delays, billing errors, or discrepancies.
Prepares, routes, and tracks administrative forms and documents; obtains required authorizations, monitors delivery to final destinations, and works with 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 acts as a departmental resource for information and training.