Admin Asst III -Administration

Boston, MA • Beth Israel Deaconess Medical Center • Full-time • Day When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. 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. This is a fully on-site position. In addition to the Primary Responsibilities listed below, the following work may also be assigned to individuals in this position. 1. Using the WorkDay Financials and Supply Chain Management software, this position maintains lab supply inventory and orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. (essential) 2. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential) 3. Assists in annual internal audits of procedures and personnel as part of our laboratory GCLP program. These tasks may require entry into laboratory spaces. Job Description: Essential Responsibilities: Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients/families, visitors, and staff. Responds to requests in a timely manner and provide clear and accurate information within the 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 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. 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. 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. Other duties as assigned by the department. Required Qualifications: High School diploma or GED required. Associate's degree preferred. 3-5 years of 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. Competencies: Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision. 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. 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. Written Communications: Ability to communicate clearly and ef…

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