Administrative Assistant II - Part-time

Site: The General Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

 

Job Summary

Summary

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 per week 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.

 

Education

High School Diploma or Equivalent required

Experience

• 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.

Knowledge, Skills & Abilities

• Experience working with families with special needs preferred.
• Experience with developing marketing material content and website management 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.
• 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.
• 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.

Principle Duties and Responsibilities

Patient-Facing Support

• 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.

Technology Related Responsibilities

• 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.

Events Related Responsibilities

• 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.

Administrative Support to Program Leadership

• 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.

 

Physical Requirements

Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%)

 

Hybrid

 

1 Maguire Road

 

30

 

Regular

 

Day (United States of America)

 

Pay Range

$18.22 - $26.06/Hourly

 

Grade

3

 

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

 

The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

 

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