Administrative Assistant, Sr / 40 Hrs / Days / Orthopaedics / BWH Main Campus
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

This job has expired.


GENERAL SUMMARY/ OVERVIEW STATEMENT:

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 - Job Specific Tasks and Responsibilities
  • Addendum C - Physical/Working Conditions

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Actual job duties may vary by department (see Addendum B for more detail)

- Perform administrative duties under minimal supervision at the highest proficiency level.

- Provides direct support to Division Chief and Administrator

- Work is highly complex, non-repetitive and often project oriented,

- Ability to problem solves and determine best course of action with little direction.

- Act as a lead, assign and prioritize workflow, troubleshoot issues, assist with training and orientation, and provide backup support for the Supervisor.

- May direct workflow and lead others. Mentor other staff.

- 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.

- Track expense budgets, perform basic bookkeeping tasks and create financial reports.

- Assist with training and orienting staff as needed.

- Provide cross coverage as needed.

- Follow HIPAA guidelines for the management of patient privacy and confidentiality.

- Other duties, as assigned

Addendum A
BWH Behavioral Competencies (required of all employees)

1. People: Focus on serving the community through collaboration and respect

Inclusiveness
Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.
a) Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
b) Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
c) Be professional when approached about behaviors that might be perceived as disrespectful

Open Communication
Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.
a) Practice active listening skills
b) Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
c) Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
d) Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

Building Collaborative Relationships
Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.
a) Take initiative to support others and build productive relationships that will lead to a cohesive workplace
b) Interact effectively with other team members, departments and customers to accomplish organizational goals

Organizational Awareness
Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.
a) Support and respect BWH's mission, vision, values and history
b) Understand and recognize how your individual role and department impacts the organization

2. Self Management: Accountability, professionalism and commitment to growth and development

Embracing Change
Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.
a) Support and positively participate in organizational and/or job specific changes
b) Initiate appropriate action when change is needed
c) Be flexible and open to new ideas
d) Adapt to shifting priorities

Learning Oriented
Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.
a) Demonstrate openness to learning from successes and failures
b) Recognize and participate in learning opportunities
c) Seek and share best practices

Professionalism
Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.
a) Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures
b) Align behavior with the organizational mission and values
c) Practice respect in accordance to the BWH standards
d) Demonstrate responsibility, reliability, and trustworthiness

3. Organization: A commitment to quality, service and exceptional performance

Quality and Safety Focus
Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.
a) Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)
b) Adhere to established policies and procedures
c) Take action to prevent errors
d) Identify and report adverse events, errors and incidents

Efficiency and Performance Improvement
Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.
a) Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes
b) Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role

Problem Solving
Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.
a) Recognize actual and potential problems and take appropriate action towards a solution
b) Offer assistance, as needed, when a potential problem situation is observed
c) Use good judgment to keep manager informed of problems or issues, following department practice

Service Excellence
Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.
Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:
a) Engage with positive greetings and active listening
b) Empathize by expressing understanding
c) Educate throughout the information exchange
d) Enlist thoughts and ideas from others

4. General/Administrative Support: (required of all Administrative Support employees)

Information Gathering
Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.
a) Identify specific information needed to clarify a situation or to make a decision
b) Probe skillfully to get at the facts

Addendum B

Job Title/Code/Grade: Administrative Assistant, Senior

Department Name: ____Orthopaedic Surgery

Employee Name:

Department ID: ____________________

Job Specific Duties and Skills for position:

JOB SPECIFIC DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
  • Performs all surgical scheduling including appropriate tests and other appointments.
  • Obtains insurance approvals either directly or working with the admitting and billing offices, providing appropriate clinical information as required. Completes disability and other forms as required.
  • Coordinates physician's credentialing for MA license and Hospital and Academic appointments, including tracking CME credits.
  • Coordinate all Outlook calendar schedules.
  • Arranges travel for surgeon and submits all expense reports.
  • Responsible for the following onboarding tasks of new staff members:
    • Chart prep
    • Phone coverage
    • Surgical Scheduling
    • Appointment Scheduling
    • Prior Authorizations
    • Mail/Fax
    • Outlook Calendar Management
  • Fellowship Coordination
    • Complete paperwork -program updates, PIF (program information forms) and be the liaison between faculty, fellows for accredited and non-accredited programs
    • Knowledge of requirements, policies and procedures that the fellowship must abide by
    • Assist in paperwork and planning related to accreditation
    • Assist in planning of educational activities
    • Coordination of examinations taken in beginning and end of year
    • Day to day activities to support the fellowship to include Monitoring of fellow case logs
    • Assist in coordination of interviews and rotation schedule
    • Assist fellowship director in applying for grants to support the fellowship
    JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

    Minimum High School Dipolma or GED, Associates Degree preferred

    High level of computer skills

    Excellent organizational skills

    Excellent verbal and written skills

    Qualifications
    Level of education required:

    - Minimum of a high school diploma or GED.

    Work experience required:

    - Minimum three years medical office or administrative support experience required.

    - Some additional training in office systems or other post high school education preferred. Associate's Degree or higher level education preferred, but not required.

    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.

    - 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 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.

    ADDENDUM A:

    BWH Behavioral Competencies

    1. People: Focus on serving the community through collaboration and respect

    Inclusiveness

    Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.

    1. Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles

    2. Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments

    3. Be professional when approached about behaviors that might be perceived as disrespectful

    Open Communication

    Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.

    1. Practice active listening skills

    2. Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles

    3. Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience

    4. Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

    Building Collaborative Relationships

    Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.

    1. Take initiative to support others and build productive relationships that will lead to a cohesive workplace

    2. Interact effectively with other team members, departments and customers to accomplish organizational goals

    Organizational Awareness

    Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.

    1. Support and respect BWH's mission, vision, values and history

    2. Understand and recognize how your individual role and department impacts the organization

    2. Self Management: Accountability, professionalism and commitment to growth and development

    Embracing Change

    Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.

    1. Support and positively participate in organizational and/or job specific changes

    2. Initiate appropriate action when change is needed

    3. Be flexible and open to new ideas

    4. Adapt to shifting priorities

    Page 3 of 5

    Learning Oriented

    Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.

    1. Demonstrate openness to learning from successes and failures

    2. Recognize and participate in learning opportunities

    3. Seek and share best practices

    Professionalism

    Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.

    1. Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures

    2. Align behavior with the organizational mission and values

    3. Practice respect in accordance to the BWH standards

    4. Demonstrate responsibility, reliability, and trustworthiness

    3. Organization: A commitment to quality, service and exceptional performance

    Quality and Safety Focus

    Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.

    1. Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)

    2. Adhere to established policies and procedures

    3. Take action to prevent errors

    4. Identify and report adverse events, errors and incidents

    Efficiency and Performance Improvement

    Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.

    1. Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes

    2. Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role

    Problem Solving

    Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.

    1. Recognize actual and potential problems and take appropriate action towards a solution

    2. Offer assistance, as needed, when a potential problem situation is observed

    3. Use good judgment to keep manager informed of problems or issues, following department practice

    Service Excellence

    Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.

    1. Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:

    2. .Engage with positive greetings and active listening

    3. Empathize by expressing understanding

    4. Educate throughout the information exchange

    5. Enlist thoughts and ideas from others

    Page 4 of 5

    4. General/Administrative Support: (required of all Administrative Support employees)

    Information Gathering

    Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.

    1. Identify specific information needed to clarify a situation or to make a decision

    2. Probe skillfully to get at the facts

    HOSPITAL WIDE RESPONSIBILITIES:

    These are required of all staff, regardless of position. Do not remove these standards. Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Mass General Brigham; follows safe practices required for the position; complies with appropriate BWH and Mass General Brigham policies and procedures; fulfills any training required by BWH and/or Mass General Brigham, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

    EEO Statement
    Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, sexual orientation, protected veteran status, or on the basis of disability.


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