Senior Administrative Assistant, Orthopaedics at Brigham & Women's Hospital(BWH) in Boston, Massachusetts

Job Description:

What does a Senior Administrative Assistant do?



The Senior Administrative Assistant Senior provides all required administrative support for the Orthopedic Finance Manager. This position requires high level communication and organizational skills, including effectively meeting deadlines and managing multiple highly complex projects and/or tasks within a fast-paced, changing environment. Operates with an orientation toward results and attention to detail.



Schedule: Hybrid



The individual can expect to work onsite for probationary period before moving to a hybrid work schedule (2-3 days in office).



Benefits:



• Full benefits: Medical, Dental, Vision, 403b retirement and match, Pension, STD, LTD


• PTO - 29 days per year


• Weekly pay


• Discounted MBTA pass


• Education Reimbursement



What does a day look like in this role?



• Accounts Payable:



o Expense Reimbursements


- Responsible for performing on behalf of Chiefs of Service Orthopedic faculty.


- Responsible for training support staff on how to execute expense reimbursements.


o Purchase Orders:


- Responsible for executing and coordinating requested POs for department.


- Responsible for maintaining all POs.


- Maintain all vendor communication.


o Client Services Communication


o Equipment (office/medical) Ordering


- Laptop, PC workstations and accessories


- Any ordering required from the department clinics.


o Office Supply and Miscellaneous Ordering


o Mail pickup for the department from the mail room and distribution.


• Finance Departmental Responsibilities:



o Responsible for producing the weekly Operating Room [OR] report.


o Responsible for producing weekly Open Encounters Report


o Responsible for producing weekly Podiatry Report


o Responsible for producing weekly Clinical Cycle Times Report


o Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.


o Provide routine and more complex administrative support.


o Assist with special projects as directed.


o Follow HIPAA guidelines for the management of patient privacy and confidentiality.


o In consultation with department leadership, creates and executes project work and revises as appropriate to meet changing needs and requirements.


o Manages additional projects, as requested, or required.


o Other duties as assigned.


• Onboarding of POIs



o Preparing all paperwork and access and ensuring POIs have completed (i.e., clinical observers).



Technical skills/competencies required:



• Knowledge of practice operations and standards.


• Understanding of procedures including filing, copying, scanning, printing, and faxing.


• Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information.


• Verbal skills: Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.


• Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.


• Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.


• System Skills: Ability to type and enter data effectively and at a more advanced level. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.


• Intermediate understanding and use of medical terminology.


• Intermediate comprehension of billing and fiscal information.


• Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.



Qualifications

What we need from you:



• Minimum of a high school diploma or GED.


• Minimum two years applicable work experience required.


• Some additional training in office systems or other post high school education preferred.


• Experience working with sensitive and confidential clinical, operational, financial, and other healthcare data.


• Experience using data management and reporting tools such MS Access and MS Excel. Skill in use of Microsoft Office applications including Word, Excel, Access, PowerPoint and Outlook.



EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.