Brigham and Women's Hospital is dedicated to:serving the needs of our local and global community, providing the highest quality health care to patients and their families, expanding the boundaries of medicine through research, educating the next generation of health care professional. Every employee plays an important role in providing a positive impact on the organization and the people we serve.
Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance. All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:
People: Focus on serving the community through collaboration and respect
Self-Management: Accountability, professionalism and commitment to growth and development
Organization: A commitment to quality, service and exceptional performance
Meeting these expectations is key to the success of your department and the organization. This job description includes: General expectations for the position; Addendum A - BWH Behavioral Competencies; Addendum B - Physical/Working Conditions
The Senior Administrative Assistant, under the supervision of the Executive Director of Rehabilitation Services, provides administrative and secretarial support to the executive director, leadership team, and the entire department.
Is responsible for handling the administrative paperwork, forms, requests and requisitions for the director and the department's leadership.
Has the responsibility and skills to develop and implement processes to enhance the operational effectiveness of the department.
Manages the operational needs of departmental projects, activities and special tasks. Handles the director's telephone, schedule and other tasks as assigned.
Manages the main department telephone lines; takes messages, triages calls and provides general front desk and secretarial support to the department.
Coordinates meetings, produces routine reports, and arranges requisition of equipment/DME for patients at the request of staff, managed inventory and ordering of all routine and special-order rehabilitative supplies.
Principal Duties / Responsibilities:
Creates and manages departmental and non-clinical monitoring systems and databases. Generates reports that effectively captures and/or summarizes departmental activity.
Oversees the department's day to day and situational administrative and operational tasks including, but not limited to, booking meeting rooms, requesting audiovisual equipment, placing engineering work orders, etc.
Operates a multi-line telephone console to receive and direct incoming calls. Provides information and assistance when dealing with all inquiries to the department in a professional and prompt manner. This includes screening of calls to appropriate area/person in a courteous manner and taking messages in a complete, accurate and legible manner. Manages the Director's telephone and Acute Rehabilitation telephone: screens, triages, manages and directs calls from BWH personnel, public, vendors, staff, patients and families, and other messages.
Demonstrates exceptional customer service skills and abilities. Able to problem-solve complex queries and complaints in a professional and effective manner. Greets and directs department visitors in a prompt and professional manner.
Demonstrates effective interpersonal skills in all interactions with public, staff, patients and families and caregivers. Demonstrates a commitment to customer service behavior in all aspects of work.
Effectively communicates with the Director, other department leaders and other personnel. Keeps appropriate individuals informed of the status of ongoing tasks and special assignments.
Manages Director's appointment calendar, schedules meetings and completes routine departmental correspondence. Provides administrative support as needed.
Manages verbal and written requisitions and requests: including reimbursement requests, check requisitions and similar operational functions. Tracks, monitors and assumes responsibility for oversight of these tasks through to successful completion.
Manages the procurement of patient-required equipment, orthotics and other similar items from outside vendors and business associates as directed by departmental clinical staff. Is responsible for maintaining records related to these activities.
Oversees the office supply inventory for the department from request and requisition through delivery. Reconciles purchases and manages and resolves incorrect, incomplete purchases and/or deliveries. Directs departmental support personnel in performing administrative/operational tasks such as stocking and reconciling purchased supplies and equipment. Serves as backup for the Administrative Coordinator for Purchasing and Inventory Control.
Provides oversight of inventory control program for department-owned equipment i.e., RFID. Coordinates the management of rental equipment with outside vendors and business associates.
Coordinates and plans departmental meetings and events.
Performs other administrative tasks/responsibilities as assigned by the department director and/or other department leadership.
Implements and oversees inventory control systems for all of the department's equipment and supplies.
Manages the purchasing needs of the department from request and requisition through delivery. Reconciles purchases and manages and resolves incorrect, incomplete purchases and/or deliveries.
Oversees department control systems of reusable equipment, ensuring adequate inventory and availability.
Prepares statistical reports of department activities as assigned.
Maintains computerized productivity and inventory reports for the department.
Perform administrative duties under minimal supervision at the highest proficiency level.
Ability to problem solves and determine best course of action with little direction.
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.
Tracks expense budgets and performs basic bookkeeping tasks and create financial reports.
Track and analyze financial and productivity data; set up databases.
Assist with training and orienting clinical staff as needed.
Provide cross coverage as needed.
Assist with special projects as directed.
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Performs other duties, as assigned.
Work requires the ability to read, write, and complete basic math tasks well enough to compile, type, and prepare purchase requisitions, patient charges, and reports. This level of skill is normally acquired through a high school education.
Minimum three years medical office or administrative support experience required.
Work requires 4-6 weeks on the job training to become familiar with department procedures.
Proficient skill with information system including competent word processing, spreadsheet, and database skills.
Minimum of a high school diploma or GED.
Associate degree or higher-level education preferred, but not required.
Skills / Abilities:
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.
Strong organizational, coordination and judgment skills.
Ability to prioritize effectively.
Ability to manage multiple tasks effectively, following established protocols, and work within systems.
Advanced computer skills.
Ability to use all applicable applications at highest competency level.
Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
Advanced understanding and use of medical terminology.
Advanced 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.
Work requires judgment and integrity in dealing with confidential materials.
Interpersonal skills necessary to deal effectively with department staff and business office personnel and public.
Analytical ability to prepare statistical data to assist in monitoring the operational budget.
Brigham and 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.