Administrative Associate, Transplant

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

The BIDMC Transplant Institute is one of the most advanced and successful transplant programs in the nation, recognized for outstanding outcomes, innovation, and patient-centered care. With some of the highest transplant rates in New England and a global reputation for minimally invasive living donor surgery, BIDMC is setting new standards in access and excellence.
As an Administrative Associate supporting our rapidly growing Living Donor Transplant Program, you will play a vital role in ensuring seamless coordination for patients, families, and our world-class multidisciplinary team.
Why This Role Matters:
Support a Cutting-Edge Program: BIDMC is one of only a few U.S. centers offering robotic and laparoscopic living liver donor surgery—pioneering safer, faster recovery for donors.
Global and Local Impact: Our program attracts patients from across the world while also serving some of the most complex and underserved populations in New England.
Be Part of a Mission-Driven Team: You’ll join a collaborative group of surgeons, physicians, nurse coordinators, social workers, dietitians, pharmacists, and administrators committed to life-saving care.
What You’ll Do:
Provide administrative support to the Living Donor Program, including scheduling, patient communication, and coordination across clinical services.
Serve as a key point of contact for donors and families, helping guide them through their transplant journey with compassion and clarity.
Partner with clinical leaders to ensure efficient workflows and continuity of care across inpatient and outpatient settings.
Contribute to a culture of excellence, teamwork, and continuous improvement that defines the BIDMC Transplant Institute.
What We’re Looking For:
A detail-oriented, organized, and empathetic professional who thrives in a fast-paced, team-based environment.
Someone motivated by the opportunity to make a tangible difference in patients’ lives.
Strong communication and multitasking skills, with the ability to balance routine administrative tasks with mission-driven impact.
Join us at BIDMC and be part of a team that transforms lives every day.
This is an onsite position located in Boston, MA, working Monday- Friday, 7:30am - 4pm OR 8:30am - 5pm. This role can work one day remotely per week following three to four months of orientation and training.

Job Description:

Provides a wide variety of secretarial and administrative responsibilities in support of directors or other leadership positions of a division or department. Performs various administrative functions to support operations, resolve problems and answer detailed questions, requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures. Involves extensive interaction with diverse populations including the public and visitors, patients and families, medical practitioners and medical center staff.

Essential Responsibilities:

• Answers telephones, schedules appointments and maintains calendars, organizes conference calls, makes travel arrangements as needed and prepares for meetings with large numbers of participants.
• Provides support to committees by planning, scheduling and organizing meetings and location, preparing the agenda and related materials, taking and distributing minutes.
• Assists in planning and coordinating programs, seminars and events for the department or division. Orders supplies and services and performs other related duties as assigned.
• Maintains department's or division's files and databases. Compiles periodic and ad hoc reports using data and information from multiple sources . Prepares complex documents and reports with graphics, detailed charts, graphs and stylized formatting for presentations.
• Composes and edits correspondence, reports and documents for final approval. Types and edits manuscripts and/or other documents which may include scientific, technical or specialized terminology and specialized formatting.
• Other duties as assigned by the department.

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.

Competencies:

• 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.

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) as a condition of employment.

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