Sr. Administrative Assistant-BWPO, 40Hrs, Cardiovascular Medicine 40Hrs,
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

Posted in Health and Safety


This job has expired.

Job Info


The Administrative Assistant Senior provides all required administrative support for Cardiovascular Medicine (CVM). Additionally, the position supports a broad range of clinical, operational, programmatic and network development for the Cardiovascular Medicine. S/He will require a high degree of organization and the ability to prioritize assignments. He/She will require a high degree of organization, project management skills and the ability to prioritize assignments. S/He will utilize high level of judgment and discretion in dealing with confidential and sensitive matters.

  • Through the exercise of careful judgment in arranging priorities, and based on a close association with, and keen awareness of the MD's major concerns, schedules all conferences, meetings and appointments and arranges national and international travel, hotel reservations, passports, visas, etc. Maintains an up-to-date yearly schedule of commitments made by the MD's. Briefs MD daily on appointment schedules, nature of appointments, and provides backup material relating to the nature of appointments. Prior to meetings, alerts the Director of unresolved problems, controversial issues, etc. Maintains a daily log of all-incoming calls and visitors to the office, bringing matters of immediate emergency to his attention hourly. Control and adjust schedules according to physician requests.


  • Assist physicians with all secretarial aspects of clinical and administrative work


  • Act as the liaison for outside referring physicians, BWH physicians and staff


  • Updates EPIC and faxes prescription refill requests with verification of physician; obtains Prior Authorizations from insurance companies as needed.


  • Updates CVs in a real time manner as per HMS guidelines


  • Event coordination for key events, talks, and outreach activities


  • Draft and edit key internal and external communications and marketing material


  • Coordination of development activities across enterprise


  • Manages very large clinical portfolio of the CVM providers inpatient and ambulatory service


  • Updates EPIC and faxes prescription refill requests with verification of physician; obtains Prior Authorizations from insurance companies as needed.


  • Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor.


  • Organize, plan, and schedule monthly meetings with senior staff, and other meetings as needed. Responsible for preparing meeting agendas.


  • Coordinates office patient appointments and oversees the clinic patient schedule. Works with clinic staff to schedule consults and ensure appropriate testing has been completed.


  • Coordinates the collection of patient medical records for patient appointments.


  • Types and proofs final drafts of all correspondence, scientific manuscripts, occasional grants.


  • Enters pertinent patient information into EPIC, monitors report progress through the system and makes copies of CD's and routes to the appropriate physicians and departments.


  • Manage academic portfolio of Faculty members


  • Receives incoming calls and visitors and directs them to the appropriate individuals or locations; maintains scheduling and referral information for patients and office physicians; interacts with faculty, fellows, laboratory staff, administrative staff, patients and the general public during the regular operating laboratory hours. Receives and screens office visits from other physicians, sales persons, BWH personnel and the general public.


  • Work closely with out of clinical staff to arrange appointments for out of state patients. Obtains lab results and other pertinent patient medical data from a variety of sources outside as well as inside the Hospital. Contacts patients, referring physicians, VNAs, pharmacies, etc, to transmit information provided by the CVM team. Provides ready access to Division files on CVM patients as necessary in response to calls from patients and referring physicians, with the ability to recognize and appropriately triage medical emergencies. etc.


  • Responsible for sending out reminders for ACLS/conscious sedation classes to physicians to obtain and keep current certificates.


  • Coordinates and mails out all patient correspondence via EPIC.


  • Work on projects; coordinate work; take initiative using all available resources; follow through on issues when needed; apply knowledge as appropriate with little direction from Supervisor.


  • Fill in for fellow employees when asked to do so or when the need arises. Daily lunch coverage.


  • Performs other duties as assigned by the physicians or Division Leadership.


  • Qualifications
    Level of education required:

    Minimum of a high school diploma or GED.

    Work experience required:

    Minimum three years medical office or administrative support experience required.

    Some additional training in office systems or other post high school education preferred. Associate degree or higher level education preferred, but not required.

    EEO Statement
    Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.


    This job has expired.

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