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Administrative Coordinator-Finance (40hr)

Needham, Massachusetts

Organization Facility: Beth Israel Deaconess Hospital Needham Category: Administrative / Executive Assistants Job ID: JR15877 Date posted: 03/10/2023
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When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:


Scheduled Hours:


Work Shift:

Day (United States of America)

Administrative Coordinator-Finance (40hr)

Job Description:

Job Summary: Reporting to and under the general direction of the Chief Financial Officer (CFO), the Administrative Coordinator will be responsible for coordinating all day-to-day administrative functions to assure the efficient operation of the Finance Department. As appropriate, acting independently, the Administrative Coordinator will be responsible for maintaining the calendar, booking appointments, setting up meetings, answering and placing calls, correspondence to and from CFO, maintaining supplies and equipment, and other day-to-day functions inherent in an administrative position. The Coordinator will also serve as liaison between the CFO and all callers or visitors to the department, internal and external, using utmost tact, diplomacy and confidentiality. The Coordinator will also provide similar support to the Hospital Controller and Director of Revenue Cycle. The Coordinator will be required to support, attend and take minutes for the Finance Committee. The Coordinator will also be responsible for the preparation of daily reports that are distributed to Hospital Leadership. The Coordinator will work closely with the Hospital President's Administrative Assistant to ensure consistency in communication throughout the organization.

Essential Responsibilities:
  1. Designs and maintains computer/file systems to ensure organized and accessible information for Policies & Procedures, Committee Minutes & Records, Outside Correspondence, Interoffice Memorandums and other miscellaneous documents
  2. Manages the Chief Financial Officer calendar and resolves schedule conflicts and ensures appropriate accommodations. Assists the Controller and Revenue Cycle Director in management of calendars and meetings
  3. Processes sensitive labor and quality improvement information; protects confidentiality at all times
  4. Performs clerical functions including telephone/call management, mail distribution for division, filing, and triaging requests for the CFO, Controller and Director of Revenue Cycle
  5. Maintains systems for providing administrative services; prioritizes work to ensure timely completion of time-sensitive and important work
  6. Is proficient in organizing finance committee meetings and preparing minutes of such meetings
  7. Establishes and maintains effective two-way communications with area managers, clinical staff, physicians, other administrative staff, outside visitors and vendors, and patients
  8. Works collegially with other administrative support staff at the Hospital, occasionally providing administrative support to office of President when need arises due to absence of Administrative Assistant. This includes telephone coverage, managing calendar, and correspondence.
Required Qualifications:
  1. Associate's degree in business or equivalent in post high school education or equivalent required. Bachelor's degree preferred.
  2. 1-3 years related work experience required.
  3. Proficient in use of Meditech or similar hospital financial platforms
  4. Excellent organizational and communication skills, and flexibility to adapt to fast-paced environment
  5. Demonstrated ability to work cooperatively and effectively with a variety of people. Ability to manage and complete projects demonstrating initiative and self-direction
  6. 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 guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
  2. 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.
  3. 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.
  4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  7. 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.
  8. 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

FLSA Status:


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) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 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

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