Administrative Assistant II / Per Diem / Center For Nursing Excellence / BWH Longwood Medical Area

Wentworth-Douglass Hospital Boston , MA 02298

Posted 6 months ago

GENERAL SUMMARY/OVERVIEW STATEMENT

Provides secretarial and administrative support services such as typing, filing, scheduling appointments, preparing records and reports, submission of payroll, and maintaining par levels of supplies.

The secretary is expected to make judgments concerning priorities, to use initiative in improving office systems which will contribute to attainment of organizational objectives, to have understanding of the goals and responsibilities of the organization as well as to accomplish necessary office tasks.

Reports to the Center for Nursing Excellence Business Manager.

.

PRINCIPAL DUTIES AND RESPONSIBILITIES
1.Schedules appointments, meetings, etc. for the Executive Director and divisional

members, locates and reserves appropriate meeting rooms.
2.Types correspondence, memos, personnel records (change of status) and

other materials as requested for Executive Director and other divisional members.
3.Utilizes the telephone, mail and computer systems for appropriate

communication for the Executive Director.
4.Duplicates and distributes memoranda, policies, procedures, minutes, etc.
5.Keeps personnel records as required, including registration, salary,

evaluations due, address as appropriate for division.
6.Maintains divisional files with warehousing as appropriate. 2/I
7.Ensures economical use of office supplies.
8.Meet, greet and provide directions to visitors in a courteous manner.
9.Assists in preparation of the payroll, and maintaining a system for check sorting, distribution and mailing.
10. Assumes responsibility for typing/secretarial work for nursing departmental committees including minutes.
11. Makes out purchase orders, check request vouchers as directed. Follows up on expenses.
12. Carries out special projects as assigned.

QUALIFICATIONS

High school, Bachelors Degree preferred, plus 1-2 years secretarial/business school. 1-3 years of administrative experience.

Computer literate. Proficient in Word, Excel and PowerPoint.

SKILLS AND ABILITIES REQUIRED

Telephone skills and good interpersonal relationships.

Ability to set priorities for carrying out work assignments.

Strong customer service skills.

Ability to manage multiple tasks simultaneously.

Management of Auto calendar

Clear and concise communication skills

Must be capable of working with figures and doing basic computations 2/I

Must be able to interpret and process complex forms (i.e., payroll, incident reports, change of status, etc)

Must have knowledge of medical terminology.

WORKING CONDITIONS

Busy office environment, with frequent interruptions.

SUPERVISORY RESPONSIBILITY

None. BWH is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.

BWH Hospital I CARE Standards


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant II / 40 Hours / Day / BWH Ortho

Brigham And Women's Hospital

Posted 2 days ago

VIEW JOBS 10/19/2019 12:00:00 AM 2020-01-17T00:00 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. PRINCIPAL DUTIES AND RESPONSIBILITIES: Actual job duties may vary by department (see Addendum B for more detail) * 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, and taking and distributing messages. * Coordinate calendar and schedules including: coordinate calendars for several managers or coordinates events for department. * Proofread and edit manuscripts, perform library or literature searches, and help to create and edit presentation materials. Work with less direction with ability to create more advanced material. * Helps to prepare and edit grant applications and other related materials with less direction and more applicable knowledge of the process. * Perform transcription of dictated physician notes. * Assist with training and orienting 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. * Other duties, as assigned. 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. * 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. * rganization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems. * Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction. * System Skills: Ability to type and enter data effectively and at a more advanced level. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications. * Intermediate understanding and use of medical terminology. * Intermediate 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. 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: 1. Performs all surgical scheduling including appropriate tests and other appointments. Oversees and manages clinical schedule, ensuring proper patient distribution. 2. 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. 3. Coordinates physician's credentialing for MA license and Hospital and Academic appointments, including tracking CME credits. 4. Coordinate all Outlook calendar schedules. 5. Arranges travel for surgeon and submits all expense reports. Minimum GED, Associates Degree preferred High level of computer skills Excellent organizational skills Excellent verbal and written skills 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/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff. Brigham And Women's Hospital Boston MA

Administrative Assistant II / Per Diem / Center For Nursing Excellence / BWH Longwood Medical Area

Wentworth-Douglass Hospital