Administrative Assistant II

Mass General Brigham•Lexington, KY

18h•$18 - $26•Hybrid

About The Position

The Williams Syndrome (WS) Program of Excellence has been established so that multidisciplinary medical and related services can be available to WS patients across their lifespan. The WS Staff II position is wide-ranging in its responsibilities which include serving as the primary point for triaging, scheduling, and coordinating clinical services; providing travel related resources for families who come for appointments from around the country; organizing internal and external events of the WS Program, including an annual conference; maintaining a database of patients seen along with managing the program website and email; and providing executive-level administrative representation of the program to internal and external parties. The position is based at the Lurie Center for Autism in Lexington, MA and requires 3-4 days on-site with the first 90 days being completely on-site. The standard daily hours can be negotiated: the position is 30 hours per week, primarily Monday through Friday. Exceptions to the standard hours may occur related to the annual conference and/or other events.

Requirements

High School Diploma or Equivalent required
Minimum of 2-4 years of general office work experience (healthcare setting strongly preferred).
Previous experience managing complex scheduling and tracking systems
Experience working with Families/patients with special needs preferred.
Fastidious attention to detail.
Excellent interpersonal communication (verbal and written) and customer service skills.
Strong judgment, prioritization, and problem-solving skills
Excellent computer and technology-based skills, including Outlook email and calendar, Microsoft Office software (Word, Excel, PowerPoint, Teams), Zoom teleconferencing platform and database programs as well as site-specific software and office telephone system
Effectively interact and collaborate with all levels of staff and management
Ability to work independently, as well as part of a team
Excellent organizational skills; proficiency in prioritizing time and handling multiple tasks.
Ability to handle confidential and sensitive information and knowledge of HIPAA Confidentiality and Privacy Policies.
Must comply with all MGB policies and procedures
Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.
Ability to use standard office equipment.

Nice To Haves

Experience working with families with special needs preferred.
Experience with developing marketing material content and website management preferred.
Previous experience with Epic electronic medical records system and knowledge of medical insurance plans strongly preferred.
Previous experience in a healthcare facility strongly preferred and/or the ability to quickly learn sufficient medical terminology to interact with and triage patient requests related to program needs.

Responsibilities

Act as the initial and ongoing point of contact for Williams Syndrome patients/families contacting the WS Program of Excellence for any reason.
Provide all patient care coordination as needed.
Manage daily clinical schedules/patient appointments in Epic and all related patient communications via phone and/or via the MGB Patient Gateway.
Support patients in navigating insurance coverage needs and/or creating self-pay contracts.
Manage filing and record organization, including collating medical records and test results ahead of appointments.
Provide local travel resources (list of nearby hotels, etc.) to help facilitate families’ making travel arrangements for onsite appointments.
Maintain dataset of patients seen.
Manage MGB WS website by working with MGB website team to update and improve information as needed.
Assist with projects as requested by the Program Directors.
Answer and triage Williams Syndrome mailbox inquiries.
Create content for Williams Program of Excellence clinic marketing materials in collaboration with marketing.
Coordinate the annual WS conference (for public participation).
Draft and coordinate communication efforts including social media, website information, and other marketing communications as needed.
Organize annual events and other scheduled meetings, including email communications, materials, logistics, catering and technology set-up/break-down
Assist in agenda preparation, project scheduling, presentation development and handout coordination.
Coordinate incoming speaker requests, staffing, and travel as necessary for events.
Perform other duties or special projects that are appropriate to this level of position.
Assist with management of calendar, including coordination of scheduling for patient and other visitors and non-clinical Zoom platform management.
Effectively and independently interact with all levels of clinical and administrative management within the MGH and MGPO as well as across the MGB organization.