Position: Administrative Assistant

Department: Graduate Medical Education/Medical Staff Affairs

Schedule: 40 hours per week, Hybrid (3 - 4 days per week on-site)

POSITION SUMMARY:

Performs a variety of administrative and office support activities to ensure proper functioning of the Graduate Medical Education and Medical Staff Affairs Offices. Responsible for managing calendars, handling correspondence, creating documents, spreadsheets, setting up slides for presentations; data entry, distributing documents; scheduling meetings, requisitioning supplies, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

JOB RESPONSIBILITIES:

Administrative & Office Support

• Provide assistance to visitors, patients, faculty and employees in a professional and courteous manner.  Acts as a liaison with other departments to ensure efficient communication and timely response to inquiries.
• Responsible for answering the departments phones, screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
• Create Word documents/correspondence, Excel spreadsheets, and PowerPoint presentations.
• Perform data entry, create and maintain databases; develop related tables and charts.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Process incoming and out-going mail, including packages.
• Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, Teams meeting, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Provide administrative support to the DIO and the Director of Medical Staff Affairs & Credentialing, including, but not limited to scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, etc.
• Completes special projects as assigned.

Other Duties

• Adapt to changes in the departmental needs including but not limited to offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
• Follow established hospital infection control and safety procedures.
• Perform other duties as assigned or as necessary.

JOB REQUIREMENTS

EDUCATION:

• Minimum of an Associate’s Degree (or equivalent) in Business Administration, Business Management (or related field) AND 1-year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience). 
• Bachelor’s degree desirable.

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers. 
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.
• Strong problem solving skills.
• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

JOB BENEFITS:

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base.

Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to [email protected] or call 617-638-8582 to let us know the nature of your request.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.