Admin Asst II – Administration

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Beth Israel Deaconess Medical Center
September 23, 2022
Boston, Massachusetts
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Admin Asst II - Administration

Department Description: This individual will provide administrative support for the Center for Advanced Orthopedic Studies at BIDMC, supporting 4-6 faculty members conducting translational and clinical research. The individual should be able to work in a fast-paced environment, serving as a resource for both students and faculty. Responsibilities include onboarding personnel, maintaining calendars; scheduling appointments and arranging associated logistics; coordinating meetings and seminars; responding to inquiries, telephone calls, and visitors; acting as a resource for lab members regarding BIDMC-related issues; providing support for grant & proposal submissions, CV/biosketch updates; preparing correspondence; filing; ordering supplies and items from vendors; performing other general office duties and special projects as needed.
Job Requirements: REQUIRED: One to three years’ direct/related experience in a professional administrative support position; strong organizational, problem-solving, and written and oral communication skills; excellent interpersonal skills for interacting with a diverse group of research staff, students, and visitors; tact, good judgment, and discretion with confidential information; attention to detail; ability to multitask, take initiative, balance and prioritize workload, and function both independently and within a team; and high level of proficiency with MS Word, Excel, PowerPoint, Acrobat Adobe, and Zoom and ability to quickly learn additional applications. PREFERRED: bachelor’s degree, familiarity with federal (NIH, NSF, DOD) grant submissions, online ordering systems, and academic medical center/university experience.Job Location: Boston, Massachusetts

Req ID: 47044BR

Job Summary: Provides secretarial and administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, medical practitioners and medical center staff.

Essential Responsibilities:

  1. Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
  2. Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed..
  3. Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned.
  4. Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.
  5. Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays, problems and errors.

Required Qualifications:

  1. High School diploma or GED required. Associate's degree preferred.
  2. 1-3 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.


  1. Written Communications:Ability to communicate clearly and effectively in written English with internal and external customers.
  2. Oral Communications:Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  3. Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  4. Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
  5. Customer Service:Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally


VaccinesAs 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. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.


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