Beth Israel Lahey Health - Burlington, MA
posted 5 days ago
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. Under the general direction of the Director in a non-clinical department, performs a variety of administrative tasks in support of the mission and goals of the department. Is routinely exposed to and works with highly confidential departmental, budgetary, strategic, and staff information. Exercises independent judgment and decision making within the scope of the job. Possesses and applies above average proficiency and facility in the use of word processing, spreadsheets, and creation/editing of presentations. Serves as the primary point of contact and liaison for the Director.
Responsibilities
- Functions as a point of contact for the Director with other departments and external constituencies for a variety of matters.
- Prioritizes and follows through on all calls to the point of resolution.
- Receives and relays information in accordance with established guidelines.
- Responds to questions in accordance with department guidelines, exercising independent judgment within the scope of the job.
- Provides administrative support for meetings and special projects as assigned.
- Establishes and maintains efficient and effective office systems.
- Maintains the internal and external professional schedule(s) of the Director.
- Accompanies and provides administrative support to the Director at a variety of meetings.
- Prepares and processes purchase orders, invoices, travel reimbursements, petty cash slips, and acts as a resource to others in the department.
- Gathers departmental data and creates, formats, and compiles reports as directed by the Director.
- Sets up and maintains electronic and paper files to meet department and Director needs.
- Completes special assignments and supports Clinic-wide initiatives at the discretion of the Director.
- Screens all incoming phone calls, inquiries, visitors and correspondence, and routes accordingly.
- Alerts the Director to changes in schedule and plans ahead for contingencies.
- Coordinates meetings as required, including securing meeting space and notifying attendees.
- Makes travel and lodging arrangements for the Director.
- Processes paperwork and maintains staff files that may include payroll data, time away, performance ratings, and documented disciplinary action.
- Composes, edits, and proofreads a variety of correspondence, reports, meeting minutes, and forms.
- Effectively utilizes presentation software to assist Director with creation and editing of presentations.
- Monitors and maintains all relevant rosters and department lists.
- Assists Director with relevant aspects of the departmental Budget as directed.
- Acts as a resource to other administrative staff.
- Coordinates registration, invoicing, and travel for approved off-site training and events attended by department staff.
- Maintains strict adherence to the Lahey Clinic Confidentiality Policy.
- Incorporates Lahey Clinic Guiding Principles, Mission Statement and Goals into daily activities.
- Complies with all Lahey Clinic Policies and behavioral expectations of the department.
- Maintains courteous and effective interactions with colleagues and patients.
- Participates in departmental and/or interdepartmental quality improvement activities.
- Participates in and successfully completes Mandatory Education.
Requirements
- High School diploma or equivalent.
- Additional specialized training in office software and systems.
- 2+ years' experience as Administrative Assistant to a leadership role (manager, director, etc.).
Benefits
- Health care organization responsibilities include vaccination against influenza and COVID-19.
