Administrative Coordinator, Infectious Diseases

Job Description

The Administrative Coordinator supports the Infectious Diseases Department at The Lahey Clinic in Burlington, MA. This is a fully onsite position, Monday through Friday, 8:00-4:30pm, with the opportunity for hybrid work following successful training.

Essential Responsibilities

• Answers and screens telephone calls.
• Takes accurate messages or directs calls to appropriate person.
• Greets and directs patients/families, visitors and staff.
• Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Types correspondence, forms, reports, manuscripts or other materials that may require complex formatting.
• Prepares documents with stylized formats, lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages.
• Proofreads and edits materials for grammar, punctuation and spelling.
• Schedules appointments and meetings and maintains personal calendars for department chairs, manager or director(s).
• Schedules conference calls and meetings, sometimes with large numbers of participants.
• Reserves meeting locations and equipment.
• Prepares meeting agenda and other materials.
• Prepares travel arrangements as needed.
• Organizes and schedules conferences, seminars or other department sponsored programs or events.
• Calls necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.
• 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.
• Maintains department reference library of books, journals and other materials.
• Communicates regularly with vendors, BILH staff, patients and 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.
• Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed.
• Maintains office supply inventory; orders office supplies according to established guidelines.
• Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.
• Prepares, routes and tracks administrative forms and documents.
• Routes materials for required authorizations and monitors receipt by final destination.
• Communicates with other hospital departments to resolve delays and errors.
• Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.
• Facilitates problem solving, providing appropriate direction to others.
• Acts as a department resource to others for information and training.

Required Qualifications

• A 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.

Pay Range

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.