Beth Israel Deaconess Medical Center Administrative Assistant III / Office of Development in Boston, Massachusetts

Administrative Assistant III / Office of Development

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Job LocationBoston, Massachusetts

Req ID 18325BR

Department Description: At Beth Israel Deaconess Medical Center (BIDMC), our goal is to provide extraordinary, patient-centered care supported by world-class education and research. This commitment to excellence has earned BIDMC a place of leadership among hospitals in Boston and throughout the world.

The generosity of our patients, families, and friends makes it possible for us to carry out our mission. With your support, our physicians, researchers, nurses, administrators, and staff are able to provide patients today with the most advanced personalized care and explore new treatment options for the future through research. A few of the ways we like to show our thanks include our Giving Matters newsletter and Donor Roll, which each recognize the many individuals, corporations, foundations, and organizations who generously support BIDMC. Great work, which transforms the delivery of medical care, takes place every day at BIDMC.

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This role is based in the Fenway area of Boston, MA.Job Location: Boston, MAReq ID: 18325BRJob Summary: Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff.

Essential Responsibilities:

  • 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.

  • Types correspondence, forms, reports, manuscripts or other materials that may require complex formatting. Prepares documents with stylized formats, lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation and spelling.

  • Schedules appointments and meetings and maintains personal calendars for manager/director(s). Organizes conference calls and meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed.

  • Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.

  • Maintains departmental files, records and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed. Maintains department reference library of books, journals and other materials.

Required Qualifications:

  • High School diploma or GED required. Associate's degree preferred.

  • 3-5 years related work experience required.

  • Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.


  • Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

  • Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • 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.

  • 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