Administrative Secretary III

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Location: Winchester, MA
Job ID: 172702-1A
Date Posted: Jan 19, 2022
Category: Specialist

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Job Description

Welcome To

Welcome to Winchester Hospital, part of Beth Israel Lahey Health. Winchester Hospital was the first hospital in Massachusetts to earn Magnet recognition, the American Nurses Association’s highest honor for nursing excellence, three times. It has since received the recognition a fourth time. As the northwest suburban Boston area’s leading provider of comprehensive health care services, the 229-bed facility provides care in general, bariatric and vascular surgery, orthopedics, pediatrics, cardiology, pulmonary medicine, oncology, gastroenterology, rehabilitation, radiation oncology, pain management, obstetrics/gynecology and a Level IIB Special Care Nursery.

 

About the Job

 

 

JOB SUMMARY:         

Contributes to the Hospital’s mission by providing advanced administrative and secretarial support to Director(s) and/or Associate Director(s) and affiliated departments. This position has the potential of impacting all Hospital’s goals by enabling our leadership team to maximize their efficiency and effectiveness. 

 

QUALIFICATIONS:

 

Education

Required:  High School Diploma or equivalent

Preferred:  One year of secretarial or other advance schooling

 

Experience

Required:

  • 5 years of previous relevant work experience
  • Proficient advanced computer skills using Microsoft Office.

 

Preferred:  Experience providing administrative/secretarial support to a management position.

 

Other Skills/Knowledge:

Required:

  • Analytical ability to gather and interpret data in situations where the information or problems are difficult or complex.
  • Excellent typing and editing skills
  • Able to exchange information on complex matters, schedule appointments, greet visitors, explain Hospital policies, relay messages to appropriate personnel.
  • Communicates effectively with tact and empathy while conveying the message clearly and concisely.
  • Able to maintain a high level of confidentiality and professionalism, representing the department and Director(s) both within the Hospital and externally.
  • For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

 

Preferred:

  • Able to produce signature-ready materials with minimal direction.

 

                                   

OTHER JOB REQUIREMENTS:

Schedule requirements:  Occasional schedule variations may be required to meet deadlines and complete special projects.

Travel requirements:   Based on department needs.

 

REPORTING RELATIONSHIPS:

  • Reports to Director(s) or Associate Director(s)
  • Not responsible for supervising the work of others.

JOB FUNCTIONS:

Consistent with the PROMISE principles and inherent in a hospital environment, employees must be flexible in meeting patients’ and the Hospital’s needs. While the list below describes the primary functions of this job, all employees at Winchester Hospital need to recognize that an essential element of their job is the ability to respond to unanticipated and/or changing situations.  This may result in assuming responsibilities or tasks which are not on this list.

 

As part of the Winchester Hospital team, this position:

  • Composes and types correspondence, reports, charts, tables, contracts, manuscripts and records which may be sensitive or complex in nature with minimal direction and guidance.  May be required to take from rough draft or dictation.  Proofreads and edits final draft materials for accuracy, consistency and clarity, and submits in a signature-ready format.
  • Orders office supplies to maintain department inventory and for special projects. 
  • Makes travel arrangements as directed. 
  • Prepares receipts and invoices for payment and obtains appropriate authorization.  Investigates invoice discrepancies.
  • Monitors departmental budgets by tracking expenses, gathering appropriate reports and records, identifying and resolving errors and discrepancies.
  • Monitors mail on behalf of the leadership team, responding to routine inquiries for information.   Prioritizes messages and mail based on the leader’s operational needs.
  • Creates PowerPoint, scorecards and other presentation materials with minimal direction and in collaboration with the department leaders.   Creates advanced Excel worksheets.  Develops graphs from data.
  • Inputs and compiles data and/or runs and creates reports on schedule and as requested.  May provide some data summation of the data, highlighting variances, anomalies and trends. 
  • Maintains the department leaders’ calendars, coordinating complex meetings and events with an appreciation for the leader’s schedule preferences and operational issues. 
  • Researches issues for department leadership. 
  • Involved in key projects and initiatives, often functioning as the primary contact with internal and external stakeholders to keep all parties properly informed and on track.
  • Frequently involved in or asked to relay highly confidential and/or sensitive information.
  • Prepares, records and distributes meeting agendas, reminders and minutes. 
  • Maintains Director (s) or Associate Director (s) office files
  • Assists the leadership team in monitoring and reconciling staff schedules and time cards:
    • Has access to staffs’ schedules and may edit under direction of the supervisor.
    • Reviews time cards against the schedules.  Edits department and job codes to agree with schedule.  Processes green sheets and follows up with staff to process corrections.
    • Runs reports as requested by the supervisors. 
  • Provides administrative back-up to other administrative staff as necessary. 
  • Recommends appropriate changes in office procedures, filing and record keeping systems in order to improve efficiency, productivity and cost effectiveness. 
  • Participate in evaluating and recommending purchases of office equipment and supplies.  Monitors equipment service contracts.   Functions as the initial department contact for equipment problems.
  • Organizes work load to meet deadlines and leaders’ needs. 
  • Performs other administrative and clerical duties for the leaders and department to ensure efficient department operations.
  • Maintains list of contracts and renewal dates for Director (s) or Associate Director (s)

DEPARTMENT SPECIFIC JOB FUNCTIONS:

With limited direction and guidance provides administrative support of at least one key Hospital-wide initiative.  The initiative may differ depending on the department/area and may change as new projects and initiatives develop.

 

  • Oncology: 
    • Runs weekly MD treatment report and utilizes this data to create a monthly report.
    • Coordinates the Cancer Committee presentation.
  • Quality and Patient Safety
    • Prepares materials for board meetings
    • Provides administrative assistance in Joint Commission preparedness and with an audit including, but not limited to, pulling records and back up and investigating issues as requested.
    • Submits summaries of compensable events to insurance carriers as directed.
  • Patient Care Services
    • Coordinates with the staffing office regarding scheduling and payroll issues.
    • Provides primary administrative support for initiatives such as PNAP, Magnet, and other advanced educational programs. 
    • Maintains Ever bridge communication system for applicable divisions.

 

Shift

Full Time 

Day

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.