Job Type: Regular

Time Type: Part time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

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.

Job Description:

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.

LICENSES, REGISTRATIONS, CERTIFICATIONS:  N/A

LIFE SUPPORT CERTIFICATION REQUIRED:  N/A

POPULATION SPECIFIC REQUIREMENTS:      N/A

OTHER JOB REQUIREMENTS:

On-call:  N/A

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 WE CARE 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)

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