Administrative Assistant to VP

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Location: Burlington, MA
Job ID: 152117-1A
Date Posted: Jan 30, 2019

Job Description

Welcome To

Lahey Health Shared Services is part of a vibrant and growing health care system, recognized as a trailblazer in medicine and a standard bearer in patient experience. It includes an award-winning academic medical center, a superb constellation of community hospitals, home care services, rehabilitation facilities and more.

We are committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational and performance is rewarded.

About the Job

Under indirect supervision and exercising independent judgment and decision making within the scope of the job, provides administrative, project, and executive support to the office of a Vice President and may support multiple executives and/or managers. Oversees and coordinates the day-to-day activities of the office, and serves as the principle point of administrative contact and liaison with internal and external constituencies. This position functions as the gatekeeper to the Vice President, and is empowered to control access to and maintain their internal and external professional schedule(s). Has occasion to work with highly confidential strategic, financial and staff information. Performs a variety of administrative tasks in support of the larger activity of the functional unit. May provide specialist services in the areas of budget and fiscal management, public and community relations, and/or general business administration, depending upon the functional area supported.

Essential Duties & Responsibilities including but not limited to:

  • Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives. Oversees and administers the day-to-day activities of the office; develops office policies, procedures, and systems which ensure productive and efficient office operation. Establishes and maintains office systems. Maintains and monitors relevant computerized systems/databases. Monitors and maintains all rosters and department/divisional lists. Oversees the operation of office accounts, and plans and monitors expenditures. Monitors department/divisional budget. Develops and maintains budget log and reports to Vice President on status and variances, and works to resolve discrepancies.
  • Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions; organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
  • Is empowered to allow or deny access to the Vice President, and to maintain and adjust their internal and external professional schedules. Screens all incoming phone calls, inquiries, visitors and correspondence, and routes accordingly. Alerts the Vice President to changes in schedule, and plans ahead for contingencies. Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance. Makes travel and lodging arrangements for the Vice President. Accesses or otherwise keeps abreast of the schedules of Managers and Directors in the Functional Unit.
  • On a need to know basis has routine exposure and access to highly confidential information related to division budget, strategic plans, and confidential staff and leadership information. Processes paperwork and maintains staff files that may include payroll data, time away, performance ratings, and documented disciplinary action.
  • Oversees and facilitates human resources administration procedures and documentation for the office; coordinates recruitment planning and searches, as appropriate.
  • Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
  • Assists in the coordination, supervision, and completion of special projects, as appropriate.
  • Provides and/or oversees the provision of direct staff support to the office principal, to include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, screening, analyzing, and preparing responses to incoming correspondence, handling day-to-day public relations and problem solving, and provision of transcription and word processing support. Composes, edits, and proofreads a variety of correspondence, reports, and forms. Effectively utilizes PowerPoint and/or other presentation software to assist with the creation and editing of presentations. Types and edits manuscripts.
  • Provides assistance in the understanding and interpretation of Lahey Health policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.



Education:

  • Associates Degree or equivalent.

     

Experience:

  • 5+ years experience administrative assistant to a manager, director, department chair, or other leader.

     

Skills, Knowledge & Abilities: 

  • Skill in organizing resources and establishing priorities.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Ability to foster a cooperative work environment.
  • Records maintenance skills.
  • Word processing and/or data entry skills.
  • Ability to plan, develop, and coordinate multiple projects.
  • Organizing and coordinating skills.
  • Skill in budget preparation and fiscal management.
  • Ability to analyze and solve problems.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of general accounting principles. Knowledge of human resources administration principles and practices.
  • Knowledge of office management principles and procedures.
  • Effective oral and written communication skills. Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Knowledge of administrative policies and procedures as applied to healthcare institutions.
  • Ability to use independent judgment and to manage and impart confidential information.

In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standard

About Us

The Lahey Model of Care—right care, right time, right place—is exactly what patients, providers and payers need and deserve. Identifying and delivering on this convergence of interests has positioned Lahey Health for further growth. Our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.

Lahey Health is a robust, regional system including a teaching hospital, community hospitals, primary care providers, specialists, behavioral and home health services, skilled nursing and rehabilitation facilities, and senior care resources throughout northeastern Massachusetts and southern New Hampshire. The system has a global presence with programs in Canada, Jordan and Bermuda.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.