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Admin Asst III -Administration


Department Description: The Respiratory Care Department at BIDMC has approximately 60 Registered Respiratory Therapists on our staff. Our therapists are assigned to one of 9 adult ICUs and are primarily focused on management of mechanical ventilation of the critically ill. They also provide coverage to an active Emergency Department, Cath Lab and acute care floors. We have several therapists trained as ECMO Specialist and will be training more in the near future. This is a new program at BIDMC and we are very excited about the opportunity for our members to be part of the team. BIDMCs affiliation with the Harvard School of Medicine requires our Respiratory Therapist be intimately involved in the mentorship of physicians in training and the delivery of state of the art Respiratory Care. Our therapists play an integral role in several studies that are currently underway in our intensive care units.

Job Location: Boston, MA

Req ID: 31282BR


Job Summary: Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff.

Department Specific Job Responsibilities:
  1. Manages time and attendance of over 50 departmental employees while maintaining precise payroll records. Provides service to all employees regarding concerns with payroll and scheduling. Retrieves department's weekly paystubs. Assists in audit trails for department's payroll transactions when necessary. Manages all scheduling for Respiratory Therapy. Manages new employee parking passes.
  2. Coordinates medical gas shutdowns including delivering, assembling, and retrieving portable equipment and informing employees about medical gas shutdown via email communication and/or signage. Recording daily and monthly medical gas readings in database.
  3. Maintains inventory and supply room. Orders supplies. Builds bronchoscopy Set-Up bag. Delivers inventory to designated areas. Sets up equipment before the opening of new units. Delivers dirty equipment for processing. Distributes clean equipment to storage rooms. Ships broken equipment out for repair. Assists in repairing and maintaining ventilators.
  4. Conducts preventative maintenance according to the manufacturer's recommended guidelines. Troubleshoots malfunctioning oxygen and suction regulators and flowmeters. Performs oxygen rounds and enters daily charges. Delivers full oxygen cylinders to supply areas in the general patient care units; retrieves and returns empty cylinders to storage area. Provides oxygen cylinder education.
  5. Attends and participates in internal and external educational meetings to maintain and enhance technical competence. Demonstrates and teaches the use of oxygen delivery equipment, restricted to that equipment not requiring a licensed respiratory therapist for teaching. Maintains oxygen signage.
Essential Responsibilities:
  1. Answers and screens telephone calls. Takes accurate messages or directs call 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.
  2. 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.
  3. Schedules appointments and meetings and maintains personal calendars for manager/director(s). Organizes 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.
  4. Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.
  5. 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.
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 3-5 years related work experience required.
  3. Knowledge of medical terminology.
  4. 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:
  1. Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
  2. 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.
  3. Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
  8. 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:
Very Heavy work: Exerting in excess of 100 pounds of force occasionally and/or 50 pounds of force continually. Employee is physically active in all elements of the job.

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