Administrative Coordinator Healthcare Associates

Summary

Beth Israel Lahey Health is a healthcare organization dedicated to caring for patients, colleagues, and communities. The Administrative Coordinator supports leadership and departmental operations by coordinating administrative work, appointments, meetings, committees, programs, correspondence, reports, and data-driven presentations.

Responsibilities

• Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation
• Schedules and prepares for diverse and complex appointments, meetings and travel arrangements
• Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work
• Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department
• Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager
• Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations
• Completes department-specific responsibilities which are documented at the local level

Skills

• High School diploma or GED required
• 3-5 years related work experience required
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases
• Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area
• Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents
• Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction
• 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 act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments
• 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
• Associate's degree preferred

Qualifications

Must Haves

• High School diploma or GED required
• 3-5 years related work experience required
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases
• Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area
• Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents
• Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction
• 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 act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments
• 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

Nice to Haves

• Associate's degree preferred