What does a Senior Administrative Assistant do?

The Senior Administrative Assistant Senior provides all required administrative support for the Cardiac Arrhythmia Service and Electrophysiology (EP) Program within Cardiovascular Medicine. The position supports a broad range of clinical, operational, programmatic and network development for the Arrhythmia Service and EP Program working with a multitude of individuals in the clinical, research, and educational arenas. The Sr. AA will require a high degree of organization and the ability to prioritize assignments, project management skills, and the ability to prioritize assignments. The Sr. AA will utilize a high level of judgment and discretion in dealing with confidential and sensitive matters.

Schedule: Hybrid

The individual can expect to work onsite for probationary period before moving to a hybrid work schedule (2-3 days in office).

Benefits:

Full benefits: Medical, Dental, Vision, 403b retirement and match, Pension, STD, LTD

PTO - 29 days per year

Weekly pay

Discounted MBTA pass

Education Reimbursement

What does a day look like in this role?

• Schedules all conferences, meetings and appointments and coordinates national and international travel. Responsible for preparing meeting agendas and distributing to meeting participants.
• Maintains an up-to-date schedule of clinical commitments assigned to the EP Faculty.
• Maintains the Section Chief's clinical and academic calendar. Prior to meetings, alerts the Section Chief of unresolved problems, appointment conflicts, or any potential controversial issues.
• Control and adjust schedules according to physician requests and service needs.
• Assist physicians with all administrative aspects of clinical work, such as routing reports, drafting letters, and arranging calls with patients or referring physicians.
• Act as the liaison to referring physicians, research personnel, vendor representatives, and clinical staff.
• Updates Epic and faxes prescription refill requests; obtains prior authorizations from insurance companies as needed.
• Updates and maintains Curricula Vitae (CVs) in a real time manner. Assists in promotion and administrative tasks involved in professional development of physicians supports.
• Coordinates educational events, talks, and any educational outreach activities.
• Draft and edit internal and external communications and any marketing material related to Cardiac Arrhythmia Service operations.
• Manages the large clinical portfolio of the physician and non-physician providers working in the outpatient and inpatient settings.
• Develops and maintains physician and patient educational materials including access to recorded lectures and asynchronous virtual visits.
• Assembles data for support of new clinical initiatives and assists in drafting these project proposals.
• Coordinates patient appointments and oversees the clinic patient schedule. Works with clinic staff to schedule consults and ensure appropriate testing has been completed. Works with call center and patient coordinators to ensure appropriate scheduling of patients including the collection of pertinent medical records for patient appointments.
• Types and proofs final drafts of all correspondence, scientific manuscripts, and grants. Assists with journal-specific formatting including citation formatting using EndNote or other reference management software.
• Enters pertinent patient information into Epic, monitors report progress and routes to the appropriate physicians and departments.
• Monitors assigned clinical reports and ensures physician adherence to timely signing of monitors, procedure reports, clinic notes, and Epic in Basket requests.
• Manage academic portfolio of Faculty members including grant applications, abstract or manuscript uploading and revisions, and the filing of progress reports.
• Manage grants and other funding sources to ensure timely and accurate reimbursement for professional, educational, and research expenses.
• Receive incoming calls or visitors and directs them to the appropriate individuals and 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 regular operating hours. Receives and screens office visits from other physicians, salespersons, BWH personnel and the public.
• Work closely with 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. Contacts patients, referring physicians, VNAs, pharmacies, etc., to transmit information provided by the EP team. Provides ready access to Division files on EP 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 and ensuring enrollment with payments to maintain active certification and licensure required for hospital privileges and patient care. For example, assigned HealthStream modules, state and federal licenses, hospital privilege applications, advanced cardiac life support (ACLS) certification, conscious sedation privileges, and board certifications.
• 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 administrative duties as assigned by the physicians or Division Leadership.

What we need from you:

High school diploma or GED required; post-high school education preferred.

Experience working in a health care office setting or secretarial experience preferred.

Outstanding computer and technical skills.