Beth Israel Deaconess Medical Center Administrative Coordinator in Needham, Massachusetts

Administrative Coordinator

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Job LocationNeedham, Massachusetts

Req ID 20620BR

Department Description: Beth Israel Deaconess HealthCare is a network of more than 100 highly-skilled primary care physicians and specialists who are affiliated with the renowned Beth Israel Deaconess Medical Center in Boston, Beth Israel Deaconess Hospital-Needham, Beth Israel Deaconess Hospital-Milton and Beth Israel Deaconess Hospital-Plymouth. Our Central Office is located in Needham, MA.Job Location: Needham, MAReq ID: 20620BRJob Summary: Provides support for leadership positions and BIDHC Central by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and BIDHC policies and procedures.

Essential Responsibilities:

  • Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, refer to other managers or resolve the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.

  • Oversees planning and preparation for committees. Distributes minutes, manages agenda, materials and committee work.

  • Independently composes and edits complicated and sensitive correspondence, reports and documents. Prepares, analyzes and summarizes data from multiple sources to compile and create detailed complex documents, reports and high-level presentations.

  • Acts as a resource for information and training. Coordinates multiple schedules and diverse workflow to meet operational needs. Accountable for outcome of work with minimal oversight from manager/director.

  • Initiates, organizes and implements systems and procedures to efficiently coordinate work of the BIDHC Central office.

Required Qualifications:

  • High School diploma or GED required. Bachelor's degree preferred.

  • 3-5 years 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.

Preferred Qualifications:

  • Prior office management experience preferred.

Competencies:

  • Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.

  • 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 set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.

  • Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

  • Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • 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.

  • 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:

Light work: Exerting up to 20 pounds of force frequently to move objects. Some elements of the job are sedentary, but the employee will be required to stand for periods of time or move through out the hospital campus