Lahey Hospital & Medical Center is part of a vibrant and growing health care system, recognized as a trailblazer in medicine and a standard bearer in patient experience. It includes an award-winning academic medical center, a superb constellation of community hospitals, home care services, rehabilitation facilities and more.
We are committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational and performance is rewarded.
About the Job
Essential Duties & Responsibilities including but not limited to:
- General Office Functions
- Functions as a point of contact for the Director with other departments and external constituencies for a variety of matters.
- Prioritizes and follows through on all calls to the point of resolution. Receives and relays information in accordance with established guidelines.
- Responds to questions in accordance with department guidelines, exercising independent judgment within the scope of the job.
- Provides administrative support for meetings and special projects as assigned.
- Establishes and maintains efficient and effective office systems.
- Maintains the internal and external professional schedule(s) of the Director.
- Accompanies and provides administrative support to the Director at a variety of meetings.
- In accordance with organizational guidelines, prepares and processes purchase orders, invoices, travel reimbursements, petty cash slips, invoices, and the like. Acts a resource to others in the department for the same, providing instruction in proper completion and submission of required documents.
- As directed by the Director, may gather departmental data and create, format, and compile reports.
- Sets up and maintains electronic and paper files to meet department and Director needs.
- Completes special assignments and supports Clinic-wide initiatives at the discretion of the Director.
- Access & Scheduling:
- Screens all incoming phone calls, inquiries, visitors and correspondence, and routes accordingly.
- Maintains and adjusts the internal and external professional schedules of the Director.
- Alerts the Director to changes in schedule, and plans ahead for contingencies.
- Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, preparation and production of materials, and tracking attendance.
- Makes travel and lodging arrangements for the Director.
- Confidential Information:
- On a need to know basis has routine exposure and access to highly confidential information related to departmental budget, strategic plans, and confidential staff information.
- Processes paperwork and maintains staff files that may include payroll data, time away, performance ratings, and documented disciplinary action.
- Correspondence/Word Processing:
- Composes, edits, and proof reads a variety of correspondence, reports, meeting minutes, and forms.
- Effectively utilizes presentation software to assist Director with creation and editing of presentations.
- Monitors and maintains all relevant rosters and department lists.
- Assists Director with relevant aspects of the departmental Budget as directed.
- Resource to Administrative Staff:
- Acts as a resource to other administrative staff.
- Assists with facilitation and coordination of certain required activities such as new hire department orientation, annual mandatory education retraining; compliance, and data entry for performance appraisal and competence assessment.
- Coordinates registration, invoicing, and travel for approved off-site training and events attended by department staff..
Education: High School diploma or equivalent, plus additional specialized training in office software and systems.
Licensure, Certification, Registration: None required.
Skills, Knowledge & Abilities:
- High degree of proficiency in use of pc office software for word processing, spreadsheets, scheduling, e-mail, slide presentations and dictaphone.
- Exceptional time management, organizationial, communication, and interpersonal skills.
- Ability to multitask in a fast paced environment.
- Ability to work with and maintain highly confidential information.
- Ability to exercise tact, discretion, judgment and decision making as it relates to the scope of the job.
- Possesses a working knowledge of the whole organization, including it’s parts and their relationship to the whole
- Possesses a working knowledge of committee structure, divisional and departmental structures, and
- In the absence of certain of these skills, demonstrates the ability to be thoroughly trained to meet any of these organizational standards.
Experience: 2+ years experience as Administrative Assistant to a leadership role (manager, director, etc).
The Lahey Model of Care—right care, right time, right place—is exactly what patients, providers and payers need and deserve. Identifying and delivering on this convergence of interests has positioned Lahey Health for further growth. Our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.
Lahey Health is a robust, regional system including a teaching hospital, community hospitals, primary care providers, specialists, behavioral and home health services, skilled nursing and rehabilitation facilities, and senior care resources throughout northeastern Massachusetts and southern New Hampshire. The system has a global presence with programs in Canada, Jordan and Bermuda.
Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.