Job Description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Description:

Position Summary

Under the general direction of the Director within a non-clinical department, the Administrative Assistant performs a wide range of administrative and operational support functions that contribute to the department's mission and goals. This role routinely handles highly confidential departmental, financial, strategic, and personnel information and exercises independent judgment within the scope of assigned responsibilities.

The Administrative Assistant serves as the primary point of contact and liaison for the Director and demonstrates advanced proficiency in word processing, spreadsheet management, and presentation development.

General Administrative Support

• Serve as a primary point of contact between the Director, internal departments, and external stakeholders.
• Provide administrative support for meetings, projects, and special initiatives.
• Establish, maintain, and improve efficient office systems and processes.
• Manage and maintain the Director's internal and external calendars and schedules.
• Accompany the Director to meetings as needed and provide administrative support.
• Gather departmental data and prepare reports, presentations, and other materials as directed.
• Maintain electronic and paper filing systems to support departmental operations.
• Complete special assignments and support organizational initiatives as assigned.
• Prioritize, manage, and follow through on calls and requests to resolution.
• Receive, relay, and communicate information in accordance with established guidelines.
• Respond to inquiries using sound judgment and departmental protocols.

Financial and Administrative Processing

• Prepare and process purchase orders, invoices, travel reimbursements, petty cash requests, and related documentation in accordance with organizational policies.
• Serve as a departmental resource regarding financial and administrative processes, providing guidance on proper documentation and submission procedures.
• Assist the Director with budget-related activities as assigned.

Access and Scheduling Management

• Screen and appropriately route incoming calls, correspondence, visitors, and inquiries.
• Maintain and adjust the Director's calendar, ensuring effective scheduling and prioritization.
• Proactively notify the Director of schedule changes and identify potential conflicts.
• Coordinate meetings, including: Scheduling attendees Reserving meeting space Arranging audiovisual equipment Preparing and distributing meeting materials Tracking attendance
• Coordinate travel and lodging arrangements for the Director.

Confidential Information Management

• Handle highly confidential information related to departmental budgets, strategic planning, and personnel matters on a need-to-know basis.
• Process and maintain sensitive employee records, including payroll information, time-off documentation, performance evaluations, and disciplinary records.
• Ensure all confidential information is maintained and protected in accordance with organizational policies.

Correspondence and Document Preparation

• Compose, edit, proofread, and distribute correspondence, reports, meeting minutes, and other business documents.
• Create and edit presentations utilizing presentation software.
• Maintain accurate departmental rosters, distribution lists, and contact information.

Departmental Support and Coordination

• Serve as a resource and mentor to other administrative support staff.
• Coordinate registration, invoicing, travel arrangements, and logistics for staff attending approved training programs and conferences.
• Assist with onboarding and orientation activities for new employees.
• Support compliance-related activities, annual mandatory education requirements, performance appraisal processes, competency assessments, and associated data entry.

Organizational Responsibilities

• Maintain strict adherence to organizational confidentiality policies.
• Incorporate organizational mission, vision, values, and guiding principles into daily activities.
• Comply with all organizational policies and procedures.
• Demonstrate expected professional and behavioral standards.
• Foster courteous, respectful, and effective relationships with colleagues, patients, and stakeholders.
• Demonstrate understanding of job responsibilities, performance expectations, and competency requirements.
• Participate in departmental and organizational quality improvement initiatives.
• Demonstrate commitment to exceptional customer service and customer satisfaction standards.
• Complete all required education, training, and compliance requirements.
• Perform other duties as assigned to support departmental and organizational needs.

Qualifications

Education

• High school diploma or equivalent required.
• Additional specialized training in office software, business applications, or administrative systems preferred.

Experience

• Minimum of two (2) years of experience providing administrative support to organizational leadership, such as a Manager, Director, or equivalent role.

Licensure, Certification, and Registration

• None required.

Pay Range:

$20.00 - $26.92

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