Job Openings

Front Desk Admin

Job ID: BH417072

Category: Receptionist

Specialty: Administrative

Front Desk Administrator 

 

Job Functions 

Office Management/Calendar/Meeting Scheduling 

1. Supports a senior director and team with complex schedules and responsibilities spanning multiple departments 

2. Accurately sorts, annotates and prioritizes incoming mail, determines routing, signatures required and maintains follow-up. Responsible for the authorizing of correspondence, meeting reminders, and reports in a professional and grammatically correct manner for the Sr. Director. Promptly prepares communication outlined in oral and written directions in a clear and concise manner. 

3. Coordinates and manages a large volume of meetings with a diverse set of internal and external stakeholders 

4. Receives phone calls and messages, provides informed interpretation on procedures and policies to high level internal and external customers, refers matters to appropriate department within the organization 

5. Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment 

6. Meet and greet guests in person or on the telephone; answering or directing inquiries 

Presentation/Meeting Documents/Preparation 

1. Produces correspondence, memos, and reports from drafts, models, etc. Edits material for grammar, spelling, format and high quality presentation graphics (using PowerPoint or similar applications software) 

2. Ensures that appropriate materials are prepared in advance and set up room appropriately (e.g. A/V, telecom, catering) 3. Reads, researches, and routes correspondence; drafts letters and documents; collects and analyzes information; initiating telecommunications 

4. Coordinates meetings for Board level committees. Professional Review Committee, Patient Care Assessment Committee, Quality and Patient Safety Council and Board Quality Committee and others as necessary. Keep track of reporting schedules, booking conference rooms, ordering refreshments, setting up presentations, compiling and sending materials needed at meetings, coordinating and preparing agendas, as well as responsibility for taking and transcribing minutes of Committees. Maintains up to date, accurate Committee membership listing. 

5. Distribute meeting documents electronically and produce hard copies as requested 

Support Departments (Directors, Managers)/Special Projects 

1. Assist Directors/Managers as requested (schedule meetings, book rooms, print copies, etc) 

2. Assists with new hire on-boarding process for new employees in the department (e.g business card, telephone, IT forms request, office request set up forms, etc) 

Financial 

1. Coordinates department timekeeping and vacation process 

2. Update Dashboards and other departmental documents as requested 

Working Relationships 

1. Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the working group’s achievement of goals, and to help foster a positive work environment 

2. Communicates with a wide variety of high level executives and physicians and board members related to committee activities. 3. Monitors progress on important matters and follows up to ensure disposition. 

4. Assignments involve work of a complex and confidential nature, necessitating exposure to highly sensitive information, and requiring considerable discretion, judgment, tact, and diplomacy 

5. Takes action authorized during Sr. Director’s absence and uses initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect to Sr. Director’s absence. 

6. Brings important issues to appropriate staff member or Sr. Director of Quality and Patient Safety. 

7. Maintains all documentation (minutes, etc) in an organized and complete manner. 

8. Interfaces with the Quality and Patient Safety staff to identify project priorities and timelines. 

9. Supports a culture of high quality policy management practice by maintaining the Administrative Policy and Procedure Manual. Contributes to the initiation, ongoing development and delivery of policies throughout the organization. 

10. Respects the confidentiality of information inherent to the position. 

11. Support the Vice President of Quality and Patient Safety and all direct reports to the Vice President of Quality and Safety as requested: input data and prepare reports for ongoing projects, word documents, power point, and story boards.

12. Receives, refers, documents and follows up on Patient/Family concerns. Enters information into database for tracking complaints and compliments for management by QPS staff. 

13. Support of Risk Management Function for the Sr. Director of Quality and Patient Safety. 

14. Provides administrative support to the Quality and Patient Safety department. 

15. Demonstrates respect and regard for the dignity of all patients, families, visitors and fellow employees to ensure a professional, responsive and courteous hospital environment. 

16. Maintains and supports patient’s rights to care, privacy and respect. 

17. Other duties as assigned from time to time. 

Minimum Qualifications 

Education 

High School diploma or Associates equivalent is required. Bachelors degree preferred. 

Experience 

At least 2 years experience as an administrative assistant in a healthcare organization required. 

Licensure and/or Certification 

Not Applicable 

Skills 

Strong written and verbal communication skills 

Detail Oriented 

Must have a demonstrated ability to improvise, improve procedures, and meet demanding deadlines 

Must have an ability to juggle multiple priorities while maintaining a high degree of professionalism 

Excellent Telephone etiquette 

Excellent Interpersonal relationships 

Organizational skills 

Excellent customer service skills. 

Must be able to read, write, and communicate in English. 

Experienced Computer skills required, including MS Office Applications, including Power Point, Excel, Sharepoint, MediTech, Internet required. Kronos, Policy Manager, and Directors Desk preferred. 

Ability to maintain confidential information in highly sensitive areas.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Concord, Massachusetts