Beth Israel Deaconess Medical Center Support Services Coordinator in Needham, Massachusetts

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Support Services Coordinator

Department Description:Beth 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:27775BR

Job Summary:Under the general direction of the Support Services Directors and Managers (when applicable) (Facilities, Security, and Environmental Services), the coordinator is responsible for the general administrative functions of each department, as needed, and in compliance with all organizational policies and procedures.

Essential Responsibilities:

  • Responsible for oversight and management of all office supplies and equipment; coordinates/schedules/organizes meeting requests; completes applicable documentation (reports, forms, meeting agendas/minutes) as needed; proofreads all documentation to ensure accuracy; other office management tasks, as needed.

  • Manages vendor/contractor sign-in/out, badging and safety training.

  • Works independently and is a strong team member.

  • Oversees and prioritizes the Facilities work order system.

  • Assists hospital leadership and staff as needed.

Required Qualifications:

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

  • 0-1 years related work experience required.

  • Experience in managing an on-line database such as Salesforce, Blackbaud Raiser's Edge or Maintenance Connection.

  • Excellent written and verbal communication and organizational skills with a commitment to quality service.

  • Ability to handle complex and confidential information with discretion. Demonstrated ability to manage regulatory documents to ensure compliance at all times. Ability to prioritize and accomplish tasks with minimal supervision, creatively solve problems with excellent organizational skills and attention to detail. Ability to work independently and as a team member.

  • 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:

  • Knowledge of physical plant operations.

  • Proficiency in planning and scheduling meetings and the creation of high quality, accurate agendas and meeting minutes.

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:

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