Req#: R13249
Category(s): Administrative Support, Staff Assistant
Full Time / Part Time: Part-Time
Shift: First

Baystate Health, western Massachusetts’ premier healthcare provider, and home to Baystate Medical Center, the region’s only level 1 trauma center and pediatric trauma center is seeking an Administrative Assistant to join our team!

DEPARTMENT DESCRIPTION:

• Join a multidisciplinary team to provide specialized care to our patients. We use a problem-oriented approach tailored to the needs of the individual. Our team consists of support staff, physicians, nurse practitioners, physican assistants, behavioral health clinicians, unit counselors, nurses, social workers and therapists.

POSITION HIGHLIGHTS:

BAYSTATE HEALTH ADMINISTRATIVE ASSISTANTS PERFORM AN IMPORTANT ROLE with the management and scheduling of meetings and calendars for the department leaders including all Directors/Chiefs of Divisions and managers where applicable. Coordination and preparation of meeting materials including follow-up and confirmation of meeting details and agendas.  Responsible for the timely tracking, collecting and preparation of highly confidential information appropriately and professionally. Projects include but are not limited to tracking and meeting preparation, survey distribution, collection and reporting of data where applicable, using complex formulas, macros and calculations in Excel, and compliance tracking/reporting initiatives, while identifying/reporting gaps in process. Offering solutions to identified problems and synthesizing processes.  Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a highly professional and efficient manner to obtain or relay information, arrange meeting, gather data, etc. Receives and screens visitors and telephone calls and responds to general inquiries or routes to appropriate personnel.  Executes the coordination and scheduling of rotations with the department where applicable. Acts as the liaison between educational program directors and the department. Additionally, participates and coordinates orientations for allied health students completing clinical rotations where applicable.  Synthesizes, maintains, and revises record-keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.  Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices for non-routine expenditures. Maintains inventory of office supplies, participates in evaluating and recommending purchase of office equipment, and monitors equipment service contracts.  Coordinates the development and distribution of departmental newsletters.  Maintains leadership calendar and relieves leadership of specified executive and administrative support duties. Interacts and represents leader as liaison with management staff, administrative offices and departments throughout the institution.  Where applicable, takes the lead for the coordination and follow-up of administrative support needs for the physicians and CRNAs including documentation of academic in-service trainings for clinical and non-clinical personnel.  Where applicable, accountable for the coordination of physician and CRNA hospital onboarding when manager is not available.  Prepares complex administrative reports, presentations, statements, rosters, etc. as directed. Performs difficult data and/or information gathering, develops complex spreadsheets, graphs, drafts, etc. and prepares special reports and analyses for review by Chair and others. Requires expertise in applicable departmental software and systems. Requires excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from department.

• PROFESSIONAL DEVELOPMENT AND GROWTH. Our BHC career ladder provides opportunity to advance your profession and livelihood. Continuing education incentives and tuition reimbursements are available and encouraged to use.
• ABUNDANT BENEFITS, SALARY & SO MUCH MORE!  Generous compensation package, CEU allowance, high quality, low cost medical/dental, robust paid time off. *Speak with your recruiter about sign on bonus eligibility and details.

​SCHEDULE:

• Hours available: Part time 20-hours
• Shifts: 1st

​QUALIFICATIONS: 

• High School diploma of GED
• 3 years of relevant experience in office assistance and administration (required)
• Proficient in Microsoft programs

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

GED or HiSET (Required)

Certifications:

Equal Employment Opportunity Employer

Apply Now