Administrative Supervisor

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

Under the general direction of the Director and Nurse Manager of Care Transitions, performs a variety of administrative tasks in support of the mission and goals of the division, encompassing the Care Transitions Department. Is routinely exposed to and works with highly confidential divisional, budgetary, strategic, medical and staff information. Provides functional guidance to other administrative staff and is responsible for the HR function as it applies to the same. Exercises independent judgment and decision making within the scope of the job. Possesses and applies above average proficiency and facility in the use of word processing, spreadsheets, and creation/editing of presentations. Serves as the primary point of contact and access for the Director and Nurse Manager.

Job Description:

1. Administrative Supervision:

• Provides functional guidance to other administrative staff, including oversight for day-to-day activity, and acting as a resource to staff as needed.

• Coordinates and monitors staffing assignments, levels, and scheduling of staff to ensure efficient operation and appropriate coverage.
• Participates in the HR function for the department, including recruitment and hiring, orientation of new staff, employee relations, training needs assessment and fulfillment, performance appraisal, competence assessment, mandatory education, and other organizational requirements as appropriate.
• Reviews requests for time away, and approves or denies as appropriate, ensuring adequate coverage for the efficient operation of the department. 
• Coordinates regular staff meetings; including securing meeting space, notifying attendees, arranging for audio-visual resources and ensures that agenda and minutes are complete and forwarded to the Director and Nurse Manager as appropriate.
• Monitors and ensures that administrative staff and support areas are operating within budget constraints.

2. Confidential Information:

• On a need to know basis has routine exposure and access to highly confidential information related to the department budget, strategic plans, medical information, 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.

3. Organizational Requirements:

• Maintains strict adherence to the Beth Israel Lahey Health Confidentiality Policy.
•  Incorporates Beth Israel Lahey Health Guiding Principles, Mission Statement and Goals into daily activities.
• Complies with all Beth Israel Lahey Health Policies and complies with behavioral expectations of the department and all Beth Israel Lahey Health systems.
• Maintains courteous and effective interactions with colleagues and patients.
• Demonstrates an understanding of the job description, performance expectations, and competency assessment.
• Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
• Participates in departmental and/or interdepartmental quality improvement activities.
• Participates in and successfully completes Mandatory Education.
• Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: Work requires a level of knowledge normally acquired through the completion of a Bachelor’s degree or specialized training in administrative and/or office services.

Licensure, Certification, Registration: Not required  

Skills, Knowledge & Abilities:

• Thoroughly proficient in use of a personal computer, including word processing, spreadsheets, presentations, databases, electronic scheduling software, e-mail, and accessing information on the Internet.
• Proficient in written and oral communication.
• Ability to work with and hold as confidential highly sensitive information including personnel, budget, disciplinary action, and strategic information relating to all staff.
• Effective Supervisory skills.
• Ability to use independent thinking to solve problems and anticipate needs.
• Ability to effectively interface with all high level individuals and to represent the department in a highly professional manner.
• Ability to work independently and to achieve results as part of a team.
• Exceptional organizational skills with the ability to set priorities and manage multiple tasks.
• Ability to exercise tact and diplomacy.
• In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards.

Experience: Minimum of 5 years administrative support to one or more executives in a comparable healthcare setting.  

FLSA Status:

Exempt

As 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. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled