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Beth Israel Deaconess Medical Center Administrative Assistant-CFO and Hospital President in Needham, Massachusetts

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Administrative Assistant-CFO and Hospital President

Department Description:eth Israel Deaconess Hospital-Needham (BID Needham) is a licensed 58–bed acute care hospital offering the same care as our direct affiliate Beth Israel Deaconess Medical Center (BIDMC) in your community.

This close affiliation with BIDMC, since 2000, has facilitated the clinical integration of staff and resources in emergency medicine, hospital medicine (hospitalists), cardiology, radiology, orthopaedics, general surgery, pathology and oncology. Physicians in Needham maintain very close relationships with the staff at BIDMC; so in cases where patients need to be transferred from Needham to Boston for more advanced care, there are systems in place to make that transition happen quickly.

Job Location:Needham, MA

Req ID:35844BR

Job Summary:Reporting to and under general direction of the Chief Financial Officer (CFO) and Hospital President, the Administrative Assistant will be responsible for coordinating all day-to-day administrative functions to assure the efficient operation of the Finance Departments and providing administrative support to the President's Office. As appropriate, acting independently, the Administrative Assistant will be responsible for maintaining the calendar, booking appointments, setting up meetings, answering and placing calls, correspondence to and from CFO and President, maintaining electronic files, special projects as assigned, maintaining supplies and equipment, and other day-to-day functions inherent in an administrative position.

The Administrative Assistant will also serve as liaison between the CFO and all callers or visitors to the department, internal and external, using utmost tact, diplomacy and confidentiality. The AA will deal discreetly with sensitive and confidential data and assure that all problems or matters of an unusual nature are referred to the CFO, President, or appropriate persons in a timely manner.

Essential Responsibilities:

  • Designs and maintains computer/file systems to ensure organized and accessible information for Policies & Procedures, Committee Minutes & Records, Outside Correspondence, Interoffice Memorandums and other miscellaneous documents

  • Manages the Chief Financial Officer and Hospital president's calendars; resolves schedule conflicts and ensures appropriate accommodations

  • Processes sensitive labor and quality improvement information; protects confidentiality at all times

  • Performs clerical functions including telephone/call management, mail distribution for division, filing, and triaging requests for the CFO and Hospital President

  • Maintains systems for providing administrative services; prioritizes work to ensure timely completion of time-sensitive and important work

  • Is proficient in organizing finance committee meetings and preparing minutes of such meetings

  • Establishes and maintains effective two-way communications with area managers, clinical staff, physicians, other administrative staff, outside visitors and vendors, and patients

Required Qualifications:

  • Associate's degree in or equivalent required. Bachelor's degree preferred.

  • 3-5 years related work experience required in experience providing administrative support to a high level executive in healthcare setting preferred..

  • Excellent organizational and communication skills

  • Flexibility to adapt to fast-paced environment and demonstrated ability to work cooperatively and effectively with a variety of people. Ability to manage and complete projects demonstrating initiative and self-direction

  • Ability to manage change in the organization

  • 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 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 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 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:

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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