Administrative Coordinator, Dept. of Medicine & Palliative Care

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. The Administrative Coordinator dually supports the Palliative Care Team and General Medicine Administration at Beth Israel Deaconess Medical Center, including clinic operations and patient-facing administrative functions.

About the role

Provides support for leadership positions and a division or department by coordinating administrative work, projects, and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations, services, and hospital policies and procedures.

Responsibilities

• Screens telephone calls and access for high-level position(s), deciding which individuals need face-to-face meetings, which can be referred 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.

Requirements

• High School diploma or GED required. Associate's degree preferred.
• 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.

Competencies

• Decision Making: 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.
• 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.
• Independence of Action: Ability to set goals and determine how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.
• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures, and policies with the ability to use them in varied situations.
• Team Work: 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.
• Customer Service: 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.

Physical Nature of the Job

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.

Schedule

This is a full-time, 40-hour per week opportunity working 8:00 AM – 4:30 PM, fully onsite in Boston, MA.

Pay

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay: $24.98 - $33.62. Actual compensation is determined based on several factors, including 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, Beth Israel Lahey Health requires all staff to be vaccinated against influenza (flu) as a condition of employment.