Administrative Assistant II

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

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary
Under the direction of the Administrative Manager, the administrative staff functions as the overall resource for clinicians, providing clerical and scheduling support, and acts as the primary interface between the patient and the provider.

Administrative staff maintains a hybrid work schedule (3 days on-site, 2 days remote), Monday through Friday.

Qualifications

• Performs administrative duties under minimal supervision at the highest proficiency level.
• Handles all aspects of patient appointment scheduling for Dana Farber Cancer Institute (DFCI) / Faulkner Hospital / BWH Hematology patients (i.e.: provider visits, labs, infusions, imaging, biopsies, etc.).
• Serves as the back-up Administrative Assistant responsible for the coordination of the Division's E-Consult referrals, which includes monitoring referral requests, and scheduling appropriate appointments.
• Manages providers' clinic schedules, closures, and rescheduling.
• Ensures lab tests are scheduled and ordered appropriately; coordinates the retrieval of tests results and acts as point-person for patient testing logistics.
• Submits and tracks prior authorizations.
• Provides administrative support for the BWH Anticoagulation Management Services program, which involves the coordination of annual renewals, running various reports and obtaining MD signatures.
• Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
• Drafts, proofreads, and sends out appointment reminder letters, provider notes, emails, patient portal message, and other written correspondence on behalf of providers; responds to routine requests for letters, forms and other information from patients and referring providers.
• Follows HIPAA guidelines for the management of patient privacy and confidentiality.
• Performs routine office tasks, such as telephone coverage, filing, sending and receiving faxes, sorting mail, etc.
• Provides cross coverage as needed and performs other tasks as requested.

QUALIFICATIONS:

• Minimum 2 years of comparable level administrative support experience required.
• High school diploma or GED required, Bachelor's degree is preferred, or equivalent work experience.

SKILLS / ABILITIES / COMPETENCIES REQUIRED:

• Excellent verbal and written skills to communicate effectively with physicians, nurse practitioners, administrators, employees and patients.
• Excellent organizational skills to manage multiple tasks simultaneously, set priorities, and meet deadlines.
• Excellent analytical skills to independently problem-solve within hospital and group policies and procedures.
• Ability to work well under pressure and handle sensitive information and situations with poise and professionalism.
• Ability to interact well with others, including patients, physicians, nurse practitioners and co-workers, and other clinical staff.
• Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), copier, fax, and printers.

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)

Pay Range
$18.58 - $26.58/Hourly

Grade
3

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at View phone number on click.appcast.io.

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.