Lahey Health Office Manager - Days; 40 hours in Burlington, Massachusetts

Welcome To

Lahey Health is a vibrant and growing health care system, recognized as a trailblazer in medicine and a standard bearer in patient experience. It includes an award-winning academic medical center, a superb constellation of community hospitals, home care services, rehabilitation facilities and more.

We are committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environmentfor all colleagues, where respect is foundational and performance is rewarded.

Responsibilities

responsible for tracking, producing and maintaining various reports, relating to the Clinic’s construction & engineering projects and other department activities. Maintains departmental reports and records and collects statistical data for administrative and regulatory purposes. Provides work direction and supervision to the department Dispatcher and provides administrative support to department management as needed.

  • Supervision of Dispatcher: Under management of Director Level or Manager Level:

  • Interviews and makes effective recommendation for selection of applicants for employment.

  • Provides input to and recommends decisions about job performance ratings.

  • Provides input to and makes recommendations about colleagues for transfer, promotion, and special training to ensure most effective utilization of individual skills and staff development.

  • Provides input for and makes recommendations for pay increases, promotions, transfers and other human resource actions.

  • Takes part in the training of new staff in department policies and procedures.

  • Takes part in the orientation of colleagues that are new to area or new to the performance of specific tasks.

  • Provides input to the establishment of work schedules and the assignment of staff to specified areas of the department.

  • Counsels, and provides input to and effectively recommends disciplines and recommends discharge as necessary.

  • Provides input to the decision to retrain colleagues as necessary.

  • Independently:

  • Supervises work performance of the staff to ensure adherence to established standards.

  • Capital Project File Maintenance: Maintains capital project files with pertinent information, recording and verifying accuracy of project purchase requisitions and invoice totals.

  • Capital Project Financials Verification: Periodically consults with the Purchasing Director and Finance Accountant to verify capital project balances and resolve discrepancies.

  • Generation of Capital Project Reports: Produces and distributes Project Status and Project File Reports in an accurate, neat manner.

  • Administration of Grand-PM Program: Administers the Grand-PM Program issuing and closing out weekly preventive maintenance work orders, tracking delinquent PM’s and notifying appropriate management personnel.

  • Administration of PeopleSoft Purchasing Program: Using the PeopleSoft computer program, enters information to create purchase orders. Trains the Dispatcher when PS upgrades are implemented.

  • Purchase Order/Budget Tracking: Records/tallies department purchase requisitions written against various cost centers notifying Director and/or Asst. Directors of overbudget conditions. Enters capital project purchase order information into the Grand-PM program.

  • Service Contract Tracking: Monthly reviews and initiates documentation to renew service contracts.

  • Office Supply Inventory: Maintains office supply inventory ordering & distributing supplies as needed.

  • Word Processing & Spreadsheet Documentation: Produces word processing and spreadsheet documentation in a neat, timely and accurate manner.

  • Organizational Requirements:

  • Maintains strict adherence to the Lahey Clinic Confidentiality Policy.

  • Incorporates Lahey Clinic Guiding Principles , Mission Statement and Goals into daily activities.

  • Complies with all Lahey Clinic Policies. Complies with behavioral expectations of the department and Lahey Clinic.

  • 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.

Qualifications

Education: Associates Degree or the equivalent education & experience.

Licensure, Certification, Registration: Not required

Skills, Knowledge & Abilities: Basic accounting skills, proficient use of Microsoft office products, PeopleSoft and other software applications. Organizational skills with attention to detail. Demonstrated leadership abilities. In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards.

Experience: Five years of progressive administrative work

REQNUMBER: 151915-1A