Executive Assistant - Brockton Behavioral Health Center (40 hrs, Days)

Position Summary

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Boston Medical Center (BMC) is more than a hospital. It's a network of support and care that touches the lives of hundreds of thousands of people in need each year.

It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all and is the largest safety-net hospital in New England.

The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet, an integrated health care delivery system that includes many community health centers.

Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.

We have an amazing opportunity for an Executive Assistant to join a new behavioral health hospital that will expand the access to care for our valuable populations.

BMC Brockton Behavioral Health Center (BBHC) consists of 80-beds of inpatient psychiatry and a 21-bed Clinical Stabilization Service (CSS).

BBHC operates as a behavioral health accountable care organization providing cutting-edge inpatient treatment and stabilization for individuals experiencing complex mental health and substance use treatment needs.

Strong administrative professionals are a critical part of a multidisciplinary team and help support the clinical programs to provide quality behavioral health care to acute populations.

The executive assistant will provide support to the executive leadership team at BBHC by overseeing BBHC’s indirect operations and administrative staff members.

The executive assistant will support the leadership team to ensure that BBHC operates smoothly and efficiently. The Executive Assistant will assist in organizing schedules, events, and meetings for BBHC’s Executive Director, Operations Director, Program Director, Medical Director(s), and Patient Care Director.

Position : Executive Assistant

Department : Brockton

Schedule : Full Time

Essential Responsibilities / Duties

Executive Administrative Support :

• Provides executive administrative support to an Executive Director and other department leaders, including scheduling appointments, meetings, and taking detailed notes.
• Provides support to medical directors in provider credentialing, time cards, and expense reimbursement.
• Independently composes high-level correspondence and memoranda with professional quality.
• Edits and proofreads written materials, ensuring the validity of data and documents in reports before submission.
• Initiates responses for the Executive’s review and may complete and send out responses on their behalf, following established protocols.
• Maintains an up-to-date calendar for the Executive and Directors, coordinating vacations, meetings, and appointments with attention to preventing scheduling conflicts.
• Handles registration and travel arrangements, and hotel reservations, and provides written itineraries for all travel plans.
• Coordinates meetings, tracks responses, and manages audio-visual and technology requirements, including catering services as needed.
• Prepares information packages for meetings and ensures accurate and professional minutes are taken and distributed.
• Manages invoices, accounts payable, and subscriptions, assisting with monitoring departmental budget and account balances.
• Handles telephone calls professionally, determines the nature of calls, and initiates appropriate dispositions.
• Follows up with managers and directors to ensure adherence to project and task deadlines.
• Conducts online and other types of research.
• Performs various office-related duties such as maintaining files, manuals, and records, handling mail, storing and distributing office supplies, and handling faxes, scanning, filing, and photocopying.

Operational Tasks :

• Rounds daily on all inpatient units and weekly at CSS, checking in with staff and nurse management for any issues needing escalation.
• Keeps office equipment in working order and contacts IT or service providers for repairs or replacements.
• Completes weekly facilities and environmental rounds, tracking items needing repair or cleaning.
• Maintains an inventory of clinical and office supplies for inpatient and CSS units, ensuring all units have necessary tools and resources while staying within the established budget.
• Processes purchase orders and places supply orders with approval from leadership.
• Sorts and distributes mail to facilities, patients, and utilization management.
• Assists the operations director with projects as assigned.
• In emergent circumstances, may need to assist with additional tasks as required.

Education

JOB REQUIREMENTS

• Bachelor’s Degree in related field is required.
• Masters degree in business administration and / or public health is highly preferred.

Certificates, Licenses, Registrations Required

None.

Experience

• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• 1-2 years of professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

Knowledge And Skills

• Must be comfortable taking and following directions, asking clarifying questions when needed.
• Excellent interpersonal skills, humility, and discernment required.
• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally proactive and organized, with the ability to multitask, prioritize, and meet deadlines and schedules.
• Must be able to respectfully keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• Must be proficient in Microsoft Excel, producing pivot tables from a large data set required.
• Excellent discernment needed to handle highly confidential materials.

Equal Opportunity Employer / Disabled / Veterans

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