Administrative Assistant II

Summary

Beth Israel Lahey Health is a healthcare organization providing patient care and support services. The Administrative Assistant II supports the Senior Director of Support Services by coordinating day-to-day departmental operations, handling secretarial and administrative tasks, managing work orders and supplies, preparing reports and meeting materials, and helping maintain compliance and documentation.

Responsibilities

• Supports the Senior Director of Support Services to ensure that the Support Service Department including Facilities, EVS, Transport, Security, Switchboard and Food and Nutrition operates in a smooth and efficient manner as determined by the Director of Support Services
• Answers the telephone in a pleasant and courteous manner, identifying him/herself and the department. Immediately pages the departments’ supervisor for requests that are of an urgent nature with-in an acceptable time frame for the given situation. This time frame shall not exceed five minutes
• Generates monthly employee status, work completion summary and open work order reports during the first week of the new month
• Generates outside bills the first week of each month for the fiscal department
• Purchases all supplies requested by the departments’ staff that has been approved for purchase by the department director and properly enters them into the hospitals purchasing system
• Types letters, memos, reports, studies, etc., as requested by the department director or supervisor within established deadlines
• Prepares Safety Meeting material for monthly safety meetings for all members, attends meetings and takes minutes, transcribes them within 72 hours as well as updates and files documentation continuously so that we will be prepared for a JCAHO or DPH inspection at all times
• Reviews, edits and assists employees in completing weekly timecards, ensuring all are signed and submitted in a timely manner
• Assists Facilities Manager with maintaining up-to-date certificates and inspections in order to maintain compliance with JCAHO and DPH
• Manages the electronic Work Order Management System for both Facilities and EVS including creating, assigning and updating work orders as well as creating recurring work orders to maintain compliance and updating hospital assets as appropriate
• Acting as a liaison between all clinical departments and our biomedical company, ensures that all bio-medical work requests are documented and tracked for prompt completion
• Schedules, organizes and attends semi-annual Environment of Care for hospital departments and off-site locations. This includes compiling and entering results into electronic Work Order Management System and providing each director/manager with a summary of findings
• At times and when directed, may provide guidance and support to others while acting as a resource, trainer and/or preceptor

Skills

• Education: High school or equivalent
• Experience: Related experience in similar departmental setting preferred but not required
• Must poses verbal and written skills to communicate effectively and courteously with a diverse group of professional and non-professional members of the health care team, patients and family/significant others
• Proficient in Microsoft Applications (Outlook, Word, Excel, PowerPoint, Access) Meditech and the Internet
• Prolonged sitting and repetitive skills such as typing and filing
• Office Setting

Qualifications

Must Haves

• Education: High school or equivalent
• Experience: Related experience in similar departmental setting preferred but not required
• Must poses verbal and written skills to communicate effectively and courteously with a diverse group of professional and non-professional members of the health care team, patients and family/significant others
• Proficient in Microsoft Applications (Outlook, Word, Excel, PowerPoint, Access) Meditech and the Internet
• Prolonged sitting and repetitive skills such as typing and filing
• Office Setting