Administrative Assistant II

Mass General Brigham • Boston, MA

1d • Hybrid

About The Position

Mass General Brigham is a not-for-profit organization that relies on a diverse range of professionals to advance its mission of supporting patient care, research, teaching, and community service, striving to provide exceptional care and drive groundbreaking medical discoveries. The Administrative Assistant II position, under the direction of the Administrative Manager, serves as a crucial resource for clinicians. This role provides comprehensive clerical and scheduling support and acts as the primary interface between patients and providers. The administrative staff maintains a hybrid work schedule, requiring 3 days on-site and 2 days remote, Monday through Friday.

Requirements

• Minimum 2 years of comparable level administrative support experience.
• High school diploma or GED.
• 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.

Nice To Haves

• Bachelor’s degree

Responsibilities

• 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.

Benefits

• Competitive base pay
• Comprehensive benefits
• Career advancement opportunities
• Differentials, premiums and bonuses as applicable
• Recognition programs designed to celebrate your contributions and support your professional growth

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees