Administrative Assistant

BMC Software•Boston, MA

21h•Onsite

About The Position

Under the direction of the department manager, the Administrative Assistant provides comprehensive administrative support to the Division Chief and department operations. This role is responsible for coordinating daily office functions, managing physician schedules, supporting patient-related activities, and ensuring smooth communication between physicians, patients, and internal departments. The position requires performing job functions in a manner that supports operational efficiency, patient satisfaction, and compliance with hospital policies and procedures.

Requirements

High School Diploma required
Strong communication and interpersonal skills with the ability to interact with physicians, patients, and healthcare staff.
Proficiency in Microsoft Office and general computer systems.
Ability to manage multiple priorities in a fast-paced healthcare environment.
Strong organizational skills and attention to detail.
Ability to maintain confidentiality and handle sensitive patient information.
Experience with administrative functions such as scheduling, documentation, and coordination.
Ability to work independently and as part of a team.

Nice To Haves

Associate’s degree or business school training preferred
Knowledge of medical terminology preferred.

Responsibilities

Provides administrative support to the Division Chief, including coordination of daily office operations and scheduling.
Acts as liaison between physicians, patients, and internal departments to ensure effective communication and workflow.
Coordinates physician schedules, patient appointments, and follow-up care activities.
Manages patient-related documentation, including charts, lab results, and treatment records.
Assists with patient communication, including follow-up on medications, treatment updates, and general inquiries.
Supports billing and administrative processes, ensuring accuracy and compliance with organizational standards.
Coordinates payroll-related activities and maintains departmental records.
Supports clinical and research activities, including coordination of laboratory testing and documentation for clinical trials.
Maintains professional documentation for physicians (licenses, certifications, malpractice insurance, etc.).
Organizes and supports meetings, conferences, and departmental events.
Ensures proper maintenance of office and exam room equipment.
Assists with onboarding and orientation of new staff, students, and fellows.
Provides excellent customer service to patients, staff, and external stakeholders in alignment with service standards.
Adheres to all confidentiality policies and regulatory requirements.