Administrative Assistant II OBGYN

The BWPO Administrative Assistant provides administrative support to the Division of General Obstetrics and Gynecology Specialists.

The position requires advanced administrative skills and experience in Outlook calendar management, word processing, Excel spreadsheets, and presentation preparation via PowerPoint.

The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues.

The Administrative Assistant utilizes a significant amount of judgment and discretion in dealing with confidential and sensitive matters and in screening and handling certain routine and administrative functions on behalf of the Division of General Obstetrics and Gynecology Specialists.

Learn more about the general tasks related to this opportunity below, as well as required skills.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

• Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
• Provide routine and more complex administrative support such as typing memos and letters, answering telephones, taking and distributing messages, sending messages on behalf of the providers you are covering.
• Type all correspondence and division meeting minutes, etc.
• Manage schedules for division providers including clinic schedules, OR schedules, and L&D schedules and updating Qgenda for providers.
• Answer and screen incoming telephone calls and inquiries, taking appropriate messages and making proper referrals.
• Coordinate calendars and meetings including : calendars for assigned physicians, managing meeting invites, travel arrangements, refreshments, or events for the division.
• Type and disseminate meeting minutes as directed.
• Work on division projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.
• Work independently with the ability to create more advanced material.
• Meet with division providers regularly to go over schedules and outstanding follow-up issues.
• Assist with special projects as directed.
• Provide cross coverage as needed.
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.
• Other duties, as assigned.

QUALIFICATIONS :

Level of education required :

Minimum of a high school diploma or GED.

Work experience required :

• Minimum two years applicable work experience required.
• Some additional training in office systems or other post high school education preferred.

SKILLS / ABILITIES / COMPETENCIES REQUIRED :

Technical skills required :

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Highly proficient in all communication skills (phone, verbal, and written). Ability to handle sensitive information and situations with poise and professionalism.
• 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 :

Strong organizational, coordination, and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.

System Skills :

• Advanced computer skills. Ability to use all applicable applications at the highest competency level.
• Ability to problem solve and troubleshoot. Ability to analyze a situation and determine the best course of action within established guidelines.

Advanced understanding and use of medical terminology.

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.

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