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)

　　The Administrative Assistant contributes to the accomplishments of the Human Resources and Employee Health Departments’ practices and objectives and will work in an employee-oriented, high-performance culture emphasizing accountability, compassion, respect, productivity, and development.

　　The Administrative Assistant supports the implementation of services, policies, and programs within assigned areas. The role also supports the Vice President, Human Resources, and Manager of Employee Health to coordinate meetings and finalize documents.

　　Job Description:

　　Essential Duties & Responsibilities (including but not limited to):

　　Responsible for performing various administrative tasks essential to the overall function of the Human Resources and Employee Health Departments.  

　　Greets employees, candidates, and visitors to Human Resources and Employee Health and is the front line liaison for assisting with answering questions regarding Hospital policies, programs, and processes.

　　Ascertains the nature of visits and refers visitors to appropriate staff. Assists callers and visitors with routing questions regarding candidacy, completion of new hire onboarding forms, and changes employees want to make in areas such as direct deposit, address changes, retirement enrollment, etc. Ensures internal callers know the right point of contact for future reference, Refers more complex issues to the other team members, where appropriate.

　　Answers call for the Human Resources and Employee Health departments. Triages questions and directs callers to the appropriate team member when questions cannot be managed directly.  

　　Schedules new employees for pre-employment health screenings which include but may not be limited to creating new Epic accounts, obtaining pertinent information from new employees, and accurately following the check-in, check out, and clearance processes. 

　　Reviews new Worker’s Compensation RL claims and records new injuries in the OSHA log for Employee Health. Creates and maintains timely and accurate information about cases in the appropriate systems. Organizes and submits work-related bills to the appropriate vendor.  

　　Arranges for clinical appointments for routine or minor injuries with Occupational Health.  

　　Supports the benefits function by providing routine benefits information to employees, preparing packages for Orientation, updating internal systems and vendor sites for benefit enrollments, life changes, and terminations, and following up with vendors to resolve issues. Works with applicants, new employees, and HR staff to obtain verification of employment-related data such as IDs and licensure.  

　　Collects appropriate information for various verifications of employment requested by current and past employees. Prepares information for review and approval.

　　Assists new employees with accessing Kronos and registering their 2 step verification process.

　　Partners with other Human Resources and Employee Health staff to ensure cross-training in key areas and coverage during peak activity or absences.  

　　Monitors and records the flow of mail to HR and Employee Health Mailboxes and maintains accurate records of submissions.  

　　Provides room scheduling assistance for all meetings and conferences within the Hospital and coordinates yearly scheduling initiatives.

　　May be asked to enter applicant and employee data into assigned systems to maintain up-to-date candidate, employee, and benefits information. Pays close attention to detail to ensure accurate input and retrieval of information as errors create a significant consequence.

　　Maintains employee files in various Human Resources, Compliance, and Employee Health records. Participates in self-audits to ensure accuracy and compliance.

　　Maintains the Human Resources and Employee Health waiting room and office supplies.

　　Assists with special projects as assigned.  

　　Minimum Qualifications:

　　Strong verbal and written communication skills and keyboarding skills are normally acquired through the completion of a high school diploma or equivalent experience.

　　Minimum of one to two years related office experience dealing with the public, maintaining confidential information with demonstrated ability to multi-task.

　　Ability to prioritize work independently and demonstrated experience taking initiative

　　Works in an environment with a large volume of calls and visitors. Therefore, the position requires strong organizational skills and attention to detail to be able to meet tight deadlines and perform work accurately, while tending to customer requests.

　　Must be proficient with MS Office products including Word, Excel, PowerPoint, and Adobe Pro. Epic experience is strongly preferred

　　FLSA Status:

　　Non-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 (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) 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