BWPO ADMINISTRATIVE ASSISTANT II / 40 HOURS / DAY / BWH - EMERGENCY MEDICINE
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POST DATE 8/11/2016
END DATE 11/1/2016
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.
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:
Responsible for providing general administrative support for three to four emergency medicine attendings and/or departmental leadership support.
Supports three to five faculty member and/or admin staff maintaining relative workload equity
Committee support as requested, preparation of agenda and distribution. Staffing of meetings, taking minutes and transcribing and distribution of minutes
Scheduling of conference room, ordering of food, arranging for audio visual support
Assist with travel arrangements and hotel reservations
Compile materials for travel including itineraries
Receive and process travel reimbursements
Process business expense claims and reimbursements through Peoplesoft
Submit eChecks for invoice payment
Assist in Curriculum Vitae formatting, keeping within Harvard Medical School guidelines
Shared coverage of the front desk as needed
Provides cross coverage as needed as part of Departments office support team.
Level of education required:
Minimum of a high school diploma or GED.
Work experience required:
Minimum two years applicable work experience required.
Some additional training in office systems or other post high school education preferred.
3-5 years relevant experience preferred, Bachelors degree 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.
Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages. 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. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
Intermediate understanding and use of medical terminology.
Intermediate comprehension of billing and fiscal information.
Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
BWH Behavioral Competencies:
1. People: Focus on serving the community through collaboration and respect
Inclusiveness : Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.
Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
Be professional when approached about behaviors that might be perceived as disrespectful
Open Communication: The ability to effectively articulate and receive information in a clear, concise and timely manner.
Practice active listening skills
Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication
Building Collaborative Relationships: Identifying opportunities and taking action to build relationships between ones area and other areas, teams, departments, units, or organizations to help achieve organizational goals.
Take initiative to support others and build productive relationships that will lead to a cohesive workplace
Interact effectively with other team members, departments and customers to accomplish organizational goals
Organizational Awareness: Understand how ones own work affects the organization as a whole and demonstrate a commitment to the organizational goals.
Support and respect BWHs mission, vision, values and history
Understand and recognize how your individual role and department impacts the organization
2. Self Management: Accountability, professionalism and commitment to growth and development
Embracing Change: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.
Support and positively participate in organizational and/or job specific changes
Initiate appropriate action when change is needed
Be flexible and open to new ideas
Adapt to shifting priorities
Learning Oriented: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of