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Administrative Assistant II


Department Description: This role is providing administrative support on the Beth Israel Lahey Health Philanthropy team.

The Administrative Assistant II plays an integral role on the Corporate and Foundation Relations team within the Philanthropy Office. The successful applicant will provide administrative support to the team including working directly with medical/scientific faculty as well as corporate and foundation staff and executives. Strong oral and written communication skills are essential as is the ability to oversee operational activities and manage team projects.

Job Location: Boston, MA

Req ID: 38145BR


Job Summary: Provides secretarial and administrative support for the department.  Involves extensive interaction with diverse populations.

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 and prepares correspondence and documents according to quality standards.  Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed
  3. Schedules appointments and meetings and maintains calendars and schedules for assigned staff.  Assists in preparation for conferences, seminars and other department sponsored programs or events.  Receives, records and prepares related materials and performs other related duties as assigned.
  4. Organizes and maintains department files, records and databases following established procedures.  Enters information from source documents into databases and/or spreadsheets.
  5. Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other departments to resolve delays, problems and errors.
  6. Monitors and maintains standard office equipment and supply inventory. Orders supplies and requests equipment repairs as needed. Communicates with hospitals support service departments to request needed services.
  7. Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents.
  8. Provides positive and effective customer service that supports the operations of the department.
Required Qualifications:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 1-3 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
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 routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.
  3. Independence of Action: Ability to follow general instructions and procedures as provided. Work 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:
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

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