Senior Administrative Assistant, Orthopaedics 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
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.



Qualifications



Accounts Payable:

• Expense Reimbursements
  
  
  • Responsible for performing on behalf of Chiefs of Service Orthopedic faculty.
  
  
  • Responsible for training support staff on how to execute expense reimbursements.
  
  
  
  


• Purchase Orders:
  
  
  • Responsible for executing and coordinating requested POs for the department.
  
  
  • Responsible for maintaining all POs.
  
  
  • Maintain all vendor communication.
  
  
  
  


• Client Services Communication


• Equipment (office/medical) Ordering
  
  
  • Laptop, PC workstations and accessories
  
  
  • Any ordering required from the department clinics.
  
  
  
  


• Office Supply and Miscellaneous Ordering


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

Finance Departmental Responsibilities:

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


• Responsible for producing weekly Open Encounters Report


• Responsible for producing weekly Podiatry Report


• Responsible for producing weekly Clinical Cycle Times Report


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


• Provide routine and more complex administrative support.


• Assist with special projects as directed.


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


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


• Manages additional projects, as requested, or required.


• Other duties as assigned.

Onboarding of POIs:

• Preparing all paperwork and access and ensuring POIs have been 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:

• Minimum of a high school diploma or GED.


• A minimum of two years of applicable work experience is required.


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


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


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

Additional Job Details (if applicable)



Remote Type


Hybrid



Work Location


75 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. Apply Now