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Senior Administrative Assistant, Cardiovascular

Brigham and Women’s Hospital
Boston, Massachusetts, US
Full-time

Job Description - Senior Administrative Assistant, Cardiovascular (3309049)

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

The Senior Administrative Assistant provides all required administrative support for the General Cardiology within Cardiovascular Medicine.

The position supports a broad range of clinical, operational, programmatic, and network development for general cardiology working with a multitude of individuals in the clinical, research, and educational arenas.

The Sr. AA will require a high degree of organization, project management skills, and the ability to prioritize assignments.

The Sr. AA will utilize a high level of judgment and discretion in dealing with confidential and sensitive matters.

Schedule : Hybrid

The individual can expect to work onsite for a 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

What does a day look like in this role?

  • Schedules all conferences, meetings, and appointments and coordinates national and international travel. Responsible for preparing meeting agendas and distributing to meeting participants.
  • Maintains an up-to-date schedule of clinical commitments assigned to the EP Faculty.
  • Maintains the clinical and academic calendar. Alerts the clinicians of unresolved problems, appointment conflicts, or any potential controversial issues prior to meetings.
  • Controls and adjusts schedules according to physician requests and service needs.
  • Assists physicians with all administrative aspects of clinical work, such as routing reports, drafting letters, and arranging calls with patients or referring physicians.
  • Acts as the liaison to referring physicians, research personnel, vendor representatives, and clinical staff.
  • Updates Epic and faxes prescription refill requests; obtains prior authorizations from insurance companies as needed.
  • Updates and maintains Curricula Vitae (CVs) in real-time. Assists in promotion and administrative tasks involved in the professional development of physicians.
  • Coordinates educational events, talks, and any educational outreach activities.
  • Drafts and edits internal and external communications and any marketing material related to clinic operations.
  • Manages the large clinical portfolio of the physician and non-physician providers working in the outpatient and inpatient settings.
  • Develops and maintains physician and patient educational materials including access to recorded lectures and asynchronous virtual visits.
  • Assembles data for support of new clinical initiatives and assists in drafting project proposals.
  • Coordinates patient appointments and oversees the clinic patient schedule. Works with clinic staff to schedule consults and ensure appropriate testing has been completed.
  • Types and proofs final drafts of all correspondence, scientific manuscripts, and grants. Assists with journal-specific formatting including citation formatting using EndNote or other reference management software.
  • Enters pertinent patient information into Epic, monitors report progress, and routes to the appropriate physicians and departments.
  • Monitors assigned clinical reports and ensures physician adherence to timely signing of monitors, procedure reports, clinic notes, and Epic in Basket requests.
  • Manages the academic portfolio of Faculty members including grant applications, abstract or manuscript uploading and revisions, and the filing of progress reports.
  • Manages grants and other funding sources to ensure timely and accurate reimbursement for professional, educational, and research expenses.
  • Receives incoming calls or visitors and directs them to the appropriate individuals and locations; maintains scheduling and referral information for patients and office physicians.
  • Works closely with clinical staff to arrange appointments for out-of-state patients. Obtains lab results and other pertinent patient medical data from various sources outside.
  • Responsible for sending out reminders and ensuring enrollment with payments to maintain active certification and licensure required for hospital privileges and patient care.
  • Works on projects; coordinates work; takes initiative using all available resources; follows through on issues when needed.
  • Fills in for fellow employees when asked to do so or when the need arises. Daily lunch coverage.
  • Performs other administrative duties as assigned by the physicians or Division Leadership.

What we need from you :

  • High school diploma or GED required; post-high school education preferred.
  • Experience working in a health care office setting or secretarial experience preferred.
  • Outstanding computer and technical skills.

Brigham & Women’s Hospital 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.

Primary Location

75 Francis St

Administrative Support

Organization

Brigham & Women's Hospital (BWH)

Schedule

Full-time

Standard Hours : 40

Shift

Day Job

Employee Status

Regular

J-18808-Ljbffr

19 days ago
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