Admin Coordinator - Hospital Med - Beverly Location

Location: Burlington, MA
Job ID: 174692-1A
Date Posted: Jun 20, 2022
Category: Specialist

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Job Description

Welcome To

Welcome to Lahey Hospital & Medical Center, part of Beth Israel Lahey Health. Lahey Hospital & Medical Center is a world-renowned tertiary medical center known for its innovative technology, pioneering medical treatment and leading-edge research. A teaching hospital of Tufts University School of Medicine, the hospital provides quality health care in virtually every specialty and subspecialty, from primary care to cancer diagnosis and treatment to kidney and liver transplantation. It is a national leader in a number of health care areas, including stroke, weight management and lung screenings, among many others. Lahey also helps to advance medicine through research and the education of tomorrow's health care leaders.

About the Job

Job Summary: Performs a variety of administrative tasks in support of the mission and goals of the division, encompassing multiple clinical departments. Provides functional guidance to other administrative staff.


The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of this position. 

Primary Responsibilities: 


  1. Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.  


  1. Types correspondence, forms, reports, manuscripts or other materials that may require complex formatting. Prepares documents with stylized formats, lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation and spelling.  


  1. Schedules appointments and meetings and maintains personal calendars for manager/director(s). Organizes conference calls and meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed.  


  1. Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.  


  1. Maintains departmental files, records and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed. Maintains department reference library of books, journals and other materials.  


  1. Communicates regularly with vendors, BILH staff, patients and visitors and other customers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests.  


  1. Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed. Maintains office supply inventory; orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.  


  1. Prepares, routes and tracks administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors.  


  1. Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents.  


  1. Facilitates problem solving, providing appropriate direction to others. Acts as a department resource to others for information and training.  


Required Qualifications: 

  1. High School diploma or GED required.  

  1. 3-5 years?related work experience required. 

  1. 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. 



  1. Decision Making:?Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision. 


  1. 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. 


  1. 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. 


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


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


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


  1. 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. 


  1. 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. 


Social/Environmental Requirements: 

  1. Work requires close attention to task for work to be accurately completed. Intermittent breaks during the work day do not compromise the work. 


  1. Work routine is fairly consistent, but employee needs to be able to use judgment to respond to events several times a week. 


  1. No substantial exposure to adverse environmental conditions 


  1. Health Care Status:??No patient contact. 


Sensory Requirements: 

Close work (paperwork, visual examination),?Monitor Use,?Visual monotony,?Visual clarity <3 feet,?Conversation,?Telephone. 


Physical Requirements: 

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 

This job requires constant?sitting,?Keyboard use,?Endurance-working up to 3-4 hours without a break,frequent?Power Grasping using one hand.There may be occasional?Fine Manipulation using one hand. 



Days; Full-Time  - Monday to Friday

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.