Administrative Assistant II - DOM Cardiology - Hybrid at Partner's Healthcare in Boston, Massachusetts

Job Description:

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


At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission-from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.


At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare - people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds - to apply.



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 interpersonal and communication skills


6. Ability to demonstrate professionalism


7. Excellent time management skills


8. Ability to troubleshoot problems



Additional Job Details (if applicable)



Remote Type


Hybrid



Work Location


45 Francis Street



Scheduled Weekly Hours


40



Employee Type


Regular



Work Shift


Day (United States of America)



EEO Statement:


The Brigham and Women's Hospital, Inc. 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.



Mass General Brigham Competency Framework


At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.