Administrative Assistant III, Pathology

Administrative Assistant III

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives. The Administrative Assistant III will support the Pathology Department at Beth Israel Deaconess Medical Center in Boston, MA. This is a fully onsite opportunity working Monday through Friday, first shift, with flexibility on the start time. The Administrative Assistant III will liaise with external entities (patients, families, physicians, couriers, institutions) who contact the department with pathology-related requests. Responsibilities will include front desk coverage, phone support, interacting with visitors and monitoring departmental email and fax. Additionally, the incumbent will support pathologists with calendar scheduling and other tasks, ordering supplies, and potentially supporting specialized projects and tasks.

Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff.

Essential Responsibilities :

• Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients / families, visitors, and staff. Responds to requests in a timely manner and provide clear and accurate information within the scope of knowledge and authority.
• 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.
• 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.
• 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.
• 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.
• Other duties as assigned by the department.

Required Qualifications :

Competencies :

Physical Nature of the Job :

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.

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