Administrative Assistant

When you join the growing BILH team, you're not just taking a job, youu2019re making a difference in peopleu2019s lives. Provides administrative support to Executive Director, director(s) and/or other leadership position(s) and departments at BILHPN. Requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including staff, visitors, and external customers. Job Description: Essential Duties & Responsibilities: u00b7 Schedules appointments and meetings and maintains personal calendars for Executive Director, director(s) and/or other leadership position(s). Organizes virtual and in-person meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed. u00b7 Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment. u00b7 Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. u00b7 Prepares correspondence, forms, reports, manuscripts or other materials that may require complex formatting. Proofreads and edits materials for grammar, punctuation and spelling. u00b7 Maintains departmental files, records and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed. u00b7 Communicates regularly with vendors, staff, visitors and other customers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests. u00b7 Prepares, routes and tracks administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other departments to resolve delays and errors. u00b7 Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents as needed. u00b7 Facilitates problem solving, providing appropriate direction to others. Acts as department resource to others for information and training. Competencies: u00b7 Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision. u00b7 Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents. u00b7 Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager. u00b7 Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers. u00b7 Oral Communications: Ability to comprehend and converse in English to communicate effectively with internal and external customers. u00b7 Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations. u00b7 Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members. u00b7 Customer Service: Ability to provide a high level of customer service to 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. Organizational Requirements: -Maintain strict adherence to all BILH and BILHPN Policies. -Maintain courteous and effective interactions with colleagues and providers and stake holders. -Demonstrate an understanding of the job description, performance expectations, and competency assessment. -Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to customer service standards. -Participate in departmental and/or interdepartmental quality improvement activities. Pay Range: $22.05 - $29.68 The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law. As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger. Equal Opportunity Employer/Veterans/Disabled

Created: 2025-12-17