Senior Administrative Assistant, Orthopaedics

Brigham and Women s Hospital
US - Massachusetts - Boston
January 12, 2025

The Senior Administrative Assistant Senior provides all required administrative support for the Orthopedic Finance Manager. This position requires high-level communication and organizational skills, including effectively meeting deadlines and managing multiple highly complex projects and/or tasks within a fast-paced, changing environment. Operates with an orientation toward results and attention to detail.

Accounts Payable:

Expense Reimbursements
- Responsible for performing on behalf of Chiefs of Service Orthopedic faculty.
- Responsible for training support staff on how to execute expense reimbursements.
Purchase Orders:
- Responsible for executing and coordinating requested POs for the department.
- Responsible for maintaining all POs.
- Maintain all vendor communication.
Client Services Communication
Equipment (office/medical) Ordering
- Laptop, PC workstations and accessories
- Any ordering required from the department clinics.
Office Supply and Miscellaneous Ordering
Mail pickup for the department from the mail room and distribution.

Finance Departmental Responsibilities:

Responsible for producing the weekly Operating Room [OR] report.
Responsible for producing weekly Open Encounters Report
Responsible for producing weekly Podiatry Report
Responsible for producing weekly Clinical Cycle Times Report
Performdutiesundermoderatesupervisionwithintermediatetoadvancedproficiencyin administrative skills.
Provideroutineandmorecomplexadministrativesupport.
Assistwithspecialprojectsasdirected.
FollowHIPAAguidelinesforthemanagementofpatientprivacyandconfidentiality.
In consultation with department leadership, creates and executes project work and revises as appropriate to meet changing needs and requirements.
Manages additional projects, as requested, or required.
Other duties as assigned.

Onboarding of POIs:

Preparing all paperwork and access and ensuring POIs have been completed (i.e., clinical observers).

Technical skills/competencies required:

Knowledgeofpracticeoperationsandstandards.
Understandingofproceduresincludingfiling,copying,scanning,printing,andfaxing.
Phoneskills:Abilitytousephonesystem(answerandscreencalls,putonhold),handlemore complex calls, and give more detailed information.
Verbalskills:Abilitytointerpretinformationasappropriate,answermorecomplexquestionsin the most professional manner, and communicate in a professional, courteous, clear, and concisemanner.
OrganizationSkills:Abilitytomanageworkprocessesinaneatandorderlywayandtosortand 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(viae-mail,memo,orinterofficenote)andtotakecompleteandaccuratemessages.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. Intermediatelevelcomputerskillsincludingtheabilitytousewordprocessing,spreadsheet, database, and presentation applications.
Intermediateunderstandinganduseofmedicalterminology.
Intermediatecomprehensionofbillingandfiscalinformation.
Knowledgeableandcompliantwithallhospital,State,andFederalrequirements(whereapplicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

Qualifications:

Minimum of a high school diploma or GED.
A minimum of two years of applicable work experience is required.
Some additional training in office systems or other post-high school education is preferred.
Experience working with sensitive and confidential clinical, operational, financial, and other healthcare data.
Experience using data management and reporting tools such as MS Access and MS Excel. Skill in the use of Microsoft Office applications including Word, Excel, Access, PowerPoint, and Outlook.

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

Read the full job description and apply online on the recuiter's web-site

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