ADMINISTRATIVE ASSISTANT II / 40 HOURS / DAY / BWH - PATHOLOGY SURGICAL SERVICES
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POST DATE 8/16/2016
END DATE 12/9/2016
Brigham & Women's Hospital(BWH)
JOB DESCRIPTIONGENERAL SUMMARY/ OVERVIEW STATEMENT:
Brigham and Womens Hospital is dedicated to:
serving the needs of our local and global community
providing the highest quality health care to patients and their families
expanding the boundaries of medicine through research
educating the next generation of health care professional
Brigham and Womens Hospital is committed to putting every Patient First. Every employee plays a role in providing a positive impact on patients and the care they receive at Brigham and Womens Hospital. Your work will be distinguished by the delivery of high-quality and safe patient care, respect and dignity in all interactions with patients, families and colleagues and by customer service excellence.
All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:
People: Focus on serving the community through collaboration and respect
Self Management: Accountability, professionalism and commitment to growth and development
Organization: A commitment to quality, service and exceptional performance
Meeting these expectations is key to the success of your department and the organization.
Administrative Assistant will be under direct supervision of the Administrative Supervisor. Administrative Assistant is responsible for performing all administrative and operational duties and responsibilities, as directed by Administrative Supervisor. Administrative Assistant will work closely with Vice Chair for Anatomic Pathology and Director of Surgical Pathology on all patient care related job duties.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.
Coordinate calendar and schedules including: coordinate calendars for several managers or coordinates events for department.
Proofread and edit manuscripts, perform library or literature searches, and help to create and edit presentation materials. Work with less direction with ability to create more advanced material.
Helps to prepare and edit grant applications and other related materials with less direction and more applicable knowledge of the process.
Perform transcription of dictated physician notes.
Assist with training and orienting staff as needed.
Provide cross coverage as needed.
Assist with special projects as directed.
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Other duties, as assigned.
JOB SPECIFIC DUTIES AND RESPONSIBILITIES:
ADMINISTRATIVE/PERSONAL ASSISTANT DUTIES:
Under minimal supervision performs secretarial and administrative duties for the Medical Director, Surgical Pathology, Co-Director for the Center for Advance Molecular Diagnostics, Medical Director of Histology, and Associate Pathologist in Hematopathology, as well as the Administrative Director, Clinical Operations for Anatomic Pathology.
1.Transcribes and types from dictation and/or handwritten copy, all manner of documents including correspondence, manuscripts, reports, grants, manuals, abstracts, chapters, course materials, proposals, etc. Responsible for proofreading, editing and ensuring accuracy. Updates CVs and biographical sketches. Prepares posters and slides for use at lectures and meetings. Files, faxes, scans, emails, photocopies, prepares materials for couriers. Delivers and retrieves documents and cases throughout campus.
2.Maintains Outlook calendars: schedules appointments, meetings, conferences and arranges conference calls.
3.Coordinates all aspect of travel, (e.g. flights, hotel reservations, registration for conferences and meetings). Prepares and submits all paperwork associated with reimbursement (travel, meals, registration fees etc.), liaises with administration and Accounts Payable to ensure timely payments/reimbursements.
4.Directs phone calls and responds to diagnostic inquiries from clinicians, distributes messages for the Director and selected faculty, greets visitors. Retrieves voicemail and email messages and responds accordingly. Handles routine items on behalf of Director and faculty, and troubleshoots problems brought to Directors attention regarding the Surgical Pathology Service.
5.Maintains offices and orders supplies for selected faculty, oversees cleaning and maintenance of office equipment as needed.
CONSULT CASES :
1.Opens, organizes and accessions all consult cases received for specified Pathologists/Service. Ensures accuracy of all information needed for patient data, billing and materials management, includes obtaining any missing information as identified above that is necessary for the case to be reviewed. Registers patients and referring physicians when necessary. Ensures that accessioned case is delivered to the correct Resident/Fellow/Pathologist.
2.Types all final diagnostic pathology reports from handwritten notes into PowerPath ensuring accuracy in all information that is transcribed. Consults with Residents/Pathologist to resolve any issues. Expedites the delivery of final reports to clinicians as appropriate.
DATABASE AND MATERIALS MANAGEMENT:
1.Maintains division-specific databases and creates reports as needed. Responsible for several quarterly or bi-monthly reports (extracted from either databases or Powerpath) including Frozen Section QA (turnaround time), Control Values for QA, Discordance Report for Outside Consults, and others.
2.Responsible for monthly research and clinical conferences including CPC and GCC Conferences, duties include collecting patient slides and printing reports.
3.Assists selected faculty with research projects, conferences and clinical trials, duties include ordering slides and blocks through Coolpath/Retrievex and collecting materials from other services throughout campus, manages organization of slides and blocks for a large number of projects, prints out corresponding reports. Maintains delivery logs, slide shipments and consults requests.
1.Maintains established departmental policies, procedures, objectives, including quality assurance, safety, environmental affairs and infection control.
2.Works in a cross-functional team in support of all activities and assignments within the Vice Chair of Anatomic Pathologys office.
3.When all primary responsibilities for direct support staff are complete, assists others in the Vice Chairs office in a teamwork manner as appropriate.
4.Performs all other duties as instructed.
Level of education required:
Minimum of a high school diploma or GED.
Bachelors Degree preferred
Work experience required:
Minimum two years applicable work experience required.
Some additional training in office systems or other post high school education preferred.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Technical skills required:
Knowledge of practice operations and standards.
Understanding of procedures including filing, copying, scanning, printing, and faxing.
Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information.
Verbal skills: Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.
Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.