Administrative Assistant II - DOM Cardiology - Hybrid

Description

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 a high level of judgment and discretion in dealing with confidential and sensitive matters.

Responsibilities :

• 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.

• Through the exercise of careful judgment in arranging priorities based on a close association with and keen awareness of 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 meetings, both internally and externally.
• Support and interact with internal and external clients with a 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 entering pertinent patient information into the computer, monitors report progress through the system and makes copies of CDs and routes to the appropriate physicians and departments.
• Updates CVs in a real-time manner as per HMS guidelines.
• Coordinates and mails out all patient correspondence via EPIC. Scans 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 :

• Outstanding computer and technical skills.
• Excellent organizational and project management skills.
• Ability to work independently and be resourceful.
• Careful attention to detail.
• Great interpersonal and communication skills.
• Ability to demonstrate professionalism.
• Excellent time management skills.
• Ability to troubleshoot problems.

EEO Statement :

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.

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.

Primary Location : MA-Boston-BWH Boston Main Campus

Work Locations : BWH Boston Main Campus, 75 Francis St, Boston, 02115

Job : Administrative Support

Organization : Brigham & Women's Hospital(BWH)

Schedule : Full-time

Standard Hours : 40

Shift : Day Job

Employee Status : Regular

Recruiting Department : BWH Department Of Medicine / Cardiovascular Medicine

Job Posting : Sep 4, 2024

Want to make an application Make sure your CV is up to date, then read the following job specs carefully before applying.

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Remote working / work at home options are available for this role.