Administrative Assistant II

Site: The Brigham and Women's Hospital, Inc.

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

 

Job Summary

Description - External
The Administrative Assistant II provides all required administrative support for multiple physicians. Additionally, the position supports a broad range of clinical, operational, programmatic and network development for the Cardiology Program. S/He will require a high degree of organization and the ability to prioritize assignments. S/He will utilize high level of judgment and discretion in dealing with confidential and sensitive matters.

· Provides administrative support, supporting faculty members with telephone triage, calendar management and special projects.

· Receives incoming calls and visitors and directs them to the appropriate individuals or locations; maintains scheduling and referral information for patients and office physicians; interacts with faculty, fellows, laboratory staff, administrative staff, patients and the general public during the regular operating laboratory hours. Receives and screens office visits from other physicians, salespersons, BWH personnel and the general public.

· Through the exercise of careful judgment in arranging priorities and based on a close association with and keen awareness faculty’s major concerns.

· Schedules all conferences, meetings and appointments and arranges complex national and international travel, hotel reservations, passports, visas, etc.

· Manage coordinating dates, setting appointments, and general calendar management for the faculty.

· Reviews all incoming and outgoing mail/fax, assembling pertinent information and data prior to submission and answers the remainder on his/her own initiative.

· Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials.

· Assists in developing and maintaining yearly and monthly schedules of clinical activities, bringing conflicts and changes to Faculty members attention.

· Types all correspondence (including patient related letters and notes), schedules, manuscripts, reviews, slides, tables, and statistical tables. Maintains administrative files and correspondence. Composes letters and memoranda for faculty signature.

· Responsible for planning and coordinating various events, conferences, and meeting, both internally and externally.

· Support and interacts with internal and external clients with high level of customer service.

· Assist physicians with all secretarial aspects of clinical and administrative work

· Act as the liaison for outside referring physicians, BWH physicians and staff.

· Updates EPIC and faxes prescription refill requests with verification of physician; obtains Prior Authorizations from insurance companies, as needed.

· Assist in enters pertinent patient information into computer, monitors report progress through the system and makes copies of CD’s and routes to the appropriate physicians and departments.

· Updates CVs in a real time manner as per HMS guidelines.

· Coordinates and mail out all patient correspondence via EPIC. Scan outside records into the EPIC record.

· Attend monthly staff meetings.

· Point person for physician and patient via Patient Gateway.

· Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor.

· Organize, plan, and schedule monthly meetings with senior staff, and other meetings as needed. Responsible for preparing meeting agendas.

· Performs other duties as assigned.

· Provides cross coverage for vacations and absences of co-workers.

 

Qualifications

Qualifications - External

1.      Outstanding computer and technical skills

2.      Excellent organizational and project management skills

3.      Ability to work independently and be resourceful

4.      Careful attention to detail

5.      Great interpersona