“Wellness Works” assistant coordinator

Beth Israel Lahey Health•Boston, MA

11d•$21 - $28•Remote

About The Position

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Job Summary: This position oversees the daily operations of WellnessWorks, which is an umbrella program that provides exercise and educational opportunities for individuals with Parkinson’s Disease (PD) and their family members. Beth Israel Deaconess Medical Center has a well-renowned PD Center of Excellence. The center received grants from the Parkinson’s Foundation in support of various programs, including “Calling All Artists”, which brings together artists with PD for education and support. The exercise programs under WellnessWorks include Rock Steady Boxing, Tai Chi, Yoga, and more. Education and support programs include an orientation program, “Learn the Ropes”, a group for women with PD, and programs geared towards adult children whose parents have PD. Responsibilities for this WellnessWorks Assistant Coordinator position include regular communication with patients and instructors, in addition to maintaining enrollment, registration, and payment for the various above-described exercise programs and support groups. Participation in a multi-disciplinary team, designing flyers to market the programs, maintaining and analyzing systematized records of participant surveys, and assisting in the facilitation of a weekly off-site support group for care partners of individuals with PD are also aspects of this position. This position includes an opportunity to work collaboratively on publishing research relevant to the impact of wellness programs on health and wellbeing for the participants. Qualified candidates will be able to be work creatively, independently, problem solve, advocate for patients, and multi-task, as well as having proficiency in Microsoft Excel, attention to detail, and exemplary interpersonal communication skills. Much of the work can be done remotely. Job Description: Essential Responsibilities: Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned. Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets. Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other departments to resolve delays, problems and errors. Monitors and maintains standard office equipment and supply inventory. Orders supplies and requests equipment repairs as needed. Communicates with hospitals support service departments to request needed services. Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents. Provides positive and effective customer service that supports the operations of the department.

Requirements

High School diploma or GED required. Associate's degree preferred.
1-3 years related work experience required.
Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.
Ability to follow general instructions and procedures as provided. Work is monitored by supervisor/manager.
Ability to communicate clearly and effectively in written English with internal and external customers.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving.
Ability to remain calm in stressful situations.
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally
Qualified candidates will be able to be work creatively, independently, problem solve, advocate for patients, and multi-task, as well as having proficiency in Microsoft Excel, attention to detail, and exemplary interpersonal communication skills.

Responsibilities

Answers and screens telephone calls.
Takes accurate messages or directs call to appropriate person.
Greets and directs patients/families, visitors and staff.
Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
Types and prepares correspondence and documents according to quality standards.
Proofreads and edits materials for grammar, punctuation and spelling.
Drafts routine correspondence.
Compiles and distributes reports and other information as needed
Schedules appointments and meetings and maintains calendars and schedules for assigned staff.
Assists in preparation for conferences, seminars and other department sponsored programs or events.
Receives, records and prepares related materials and performs other related duties as assigned.
Organizes and maintains department files, records and databases following established procedures.
Enters information from source documents into databases and/or spreadsheets.
Prepares, routes and tracks routine administrative forms and documents.
Routes materials for required authorizations and monitors receipt by final destination.
Communicates with other departments to resolve delays, problems and errors.
Monitors and maintains standard office equipment and supply inventory.
Orders supplies and requests equipment repairs as needed.
Communicates with hospitals support service departments to request needed services.
Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents.
Provides positive and effective customer service that supports the operations of the department.
regular communication with patients and instructors
maintaining enrollment, registration, and payment for the various above-described exercise programs and support groups
Participation in a multi-disciplinary team
designing flyers to market the programs
maintaining and analyzing systematized records of participant surveys
assisting in the facilitation of a weekly off-site support group for care partners of individuals with PD
work collaboratively on publishing research relevant to the impact of wellness programs on health and wellbeing for the participants