Job Type: Regular

Time Type: Part time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

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

Contributes to the Hospital’s mission by providing advanced administrative and secretarial support to Director(s) and/or Associate Director(s) and affiliated departments. This position has the potential of impacting all Hospital’s goals by enabling our leadership team to maximize their efficiency and effectiveness.

Job Description:

DEPARTMENT(S) Multiple

JOB CODE 23010

JOB GRADE 18

FLSA STATUS Non-exempt

QUALIFICATIONS:

Education

Required: High School Diploma or equivalent

Preferred: One year of secretarial or other advanced schooling

Experience

Required:

• 5 years of previous relevant work experience

• Proficient advanced computer skills using Microsoft Office.

Preferred: Experience providing administrative/secretarial support to a management position.

Other Skills/Knowledge:

Required:

• Analytical ability to gather and interpret data in situations where the information or problems are difficult or complex.

• Excellent typing and editing skills

• Able to exchange information on complex matters, schedule appointments, greet visitors, explain Hospital policies, relay messages to appropriate personnel.

• Communicates effectively with tact and empathy while conveying the message clearly and concisely.

• Able to maintain a high level of confidentiality and professionalism, representing the department and Director(s) both within the Hospital and externally.

• For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

Preferred:

• Able to produce signature-ready materials with minimal direction.

OTHER JOB REQUIREMENTS:

Schedule requirements: Occasional schedule variations may be required to meet deadlines and complete special projects.

Travel requirements: Based on department needs.

REPORTING RELATIONSHIPS:

• Reports to Director(s) or Associate Director(s)

• Not responsible for supervising the work of others.

JOB FUNCTIONS:

As part of the Winchester Hospital team, this position:

• Composes and types correspondence, reports, charts, tables, contracts, manuscripts, and records, which may be sensitive or complex in nature with minimal direction and guidance. May be required to take from rough draft or dictation. Proofreads and edits final draft materials for accuracy, consistency, and clarity, and submits in a signature-ready format.

• Orders office supplies to maintain department inventory and for special projects.

• Makes travel arrangements as directed.

• Prepares receipts and invoices for payment and obtains appropriate authorization. Investigate invoice discrepancies.

• Monitors departmental budgets by tracking expenses, gathering appropriate reports and records, and identifying and resolving errors and discrepancies.

• Monitors mail on behalf of the leadership team, responding to routine inquiries for information. Prioritizes messages and mail based on the leader’s operational needs.

• Creates PowerPoint presentations, scorecards, and other presentation materials with minimal direction and in collaboration with the department leaders. Creates advanced Excel worksheets. Develops graphs from data.

• Inputs and compiles data and/or runs and creates reports on schedule and as requested. May provide some data summation of the data, highlighting variances, anomalies and trends.

• Maintains the department leaders’ calendars, coordinating complex meetings and events with an appreciation for the leader’s schedule preferences and operational issues.

• Researches issues for department leadership.

• Involved in key projects and initiatives, often functioning as the primary contact with internal and external stakeholders to keep all parties properly informed and on track.

• Frequently involved in or asked to relay highly confidential and/or sensitive information.

• Prepares, records, and distributes meeting agendas, reminders, and minutes.

• Maintains Director (s) or Associate Director (s) office files

• Assists the leadership team in monitoring and reconciling staff schedules and time cards:

• Has access to staff’s schedules and may edit under the direction of the supervisor.

• Review time cards against the schedules. Edit department and job codes to agree with the schedule. Process green sheets and follow up with staff to process corrections.

• Runs report as requested by the supervisors.

• Provides administrative back-up to other administrative staff as necessary.

• Recommends appropriate changes in office procedures, filing, and record-keeping systems to improve efficiency, productivity, and cost-effectiveness.

• Participate in evaluating and recommending purchases of office equipment and supplies. Monitor equipment service contracts. Function as the initial department contact for equipment problems.

• Organizes workload to meet deadlines and leaders’ needs.

• Performs other administrative and clerical duties for the leaders and department to ensure efficient department operations.

• Maintains a list of contracts and renewal dates for Director (s) or Associate Director (s)

DEPARTMENT SPECIFIC JOB FUNCTIONS

With limited direction and guidance provides administrative support of at least one key Hospital-wide initiative. The initiative may differ depending on the department/area and may change as new projects and initiatives develop.

• Oncology:

• Runs weekly MD treatment reports and utilizes this data to create a monthly report.

• Coordinates the Cancer Committee presentation.

• Quality and Patient Safety

• Prepares materials for board meetings

• Provides administrative assistance in Joint Commission preparedness and with an audit including, but not limited to, pulling records and backup and investigating issues as requested.

• Submits summaries of compensable events to insurance carriers as directed.

• Patient Care Services

• Coordinates with the staffing office regarding scheduling and payroll issues.

• Provides primary administrative support for initiatives such as PNAP, Magnet, and other advanced educational programs.

• Maintains Everbridge communication system for applicable divisions.

PHYSICAL AND MENTAL REQUIREMENTS/CONDITIONS

• The employee needs to have the physical and mental abilities to perform the duties of the position listed above using the PROMISE behaviors.

• The list below is intended to describe the physical and sensory ability requirements of the position; however, those requirements may vary, sometimes considerably, based on meeting patient and operational needs.

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) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.

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