Administrative Assistant II, Pain Management

When you join the growing BILH team youre not just taking a job youre making a difference in peoples lives.

The Administrative Assistant II role will be fully onsite in Boston MA with the anticipated schedule of 8am-4:30pm Monday through Friday.

The Department of Anesthesia Critical Care and Pain Medicine provides a full range of leading-edge anesthesia services in all operating rooms intensive care units obstetric and non-surgical procedure areas (including gastrointestinal endoscopy and electrophysiology) at Beth Israel Deaconess Medical Center Boston. Our first commitment is to provide compassionate world-class care to all our patients. We are one of the top academic anesthesia departments in the US in clinical anesthesia and research and as a Harvard Medical School affiliated hospital our educational programs are among the best in the country. The department is internationally recognized for both clinical care and research. Our renowned research program produces innovative work that is making major strides in improving patient care in anesthesia critical care pain and headache treatment. We also have advanced innovative technologies in the field including 3-D imaging and guided ultrasound to provide minimally-invasive safe care for the most successful outcomes.

Our department continues to grow and thrive in a culture of respect that supports the professional development and personal well-being of our addition we have a strong commitment to Diversity Equity and Inclusion and actively seek a diverse workforce that celebrates and honors the many cultures and perspectives represented by our staff.

Job Description:

Provides secretarial and administrative support for the department. Involves extensive interaction with diverse populations including the public visitors patients and families medical practitioners and BIDHC staff.

Essential Responsibilities:

• 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.
• Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.
• Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences seminars and other department sponsored programs or events. Receives records and prepares related materials and performs other related duties as assigned.
• Organizes and maintains department files records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.
• Prepares routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other BIDHC departments to resolve delays problems and errors.

Required Qualifications:

• High School diploma or GED required. Associates degree preferred.
• 1-3 years related work experience required.
• Experience with computer systems required including web based applications and some Microsoft Office applications which may include Outlook Word Excel PowerPoint or Access.

Competencies:

• 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.

As a health care organization we have a responsibility to do everything in our power to care for and protect our patients our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. Learn more about this requirement.

More than 35000 people working together. Nurses doctors technicians therapists researchers teachers and more making a difference in patients lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled