Administrative Assistant III, Pharmacy Administration

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

Join the exceptional pharmacy team at Beth Israel Deaconess Medical Center, a world-class teaching hospital known for its excellence in patient-centered care and professional growth.

This Administrative Assistant III role supports senior leaders and hiring managers, and providers general administrative support across the Pharmacy Department. At BIDMC, you’ll collaborate with a multidisciplinary team in a dynamic environment that values innovation, compassion, and professional development.

This is an onsite position in Boston, MA, Monday through Friday (with some flexibility based on the incumbent's schedule).

Job Description:

Provides secretarial and administrative support to Directors and other leadership roles in the Pharmacy Department at BIDMC. Involves extensive interaction with diverse populations including all pharmacy staff, medical practitioners, medical center staff, external customers, and visitors.

Essential Responsibilities:

• Answers and screens telephone calls. Takes accurate messages or directs the call to the appropriate person. Greets and directs patients/families, visitors, and staff. Responds to requests in a timely manner and provide clear and accurate information within the 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.
• Other duties as assigned by the department.

Required Qualifications:

• High School diploma or GED required. Associate's degree preferred.
• 3-5 years of 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.

Competencies:

• Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
• Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
• 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, pu