GENERAL SUMMARY/ OVERVIEW STATEMENT:
Brigham and Women's 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
Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.
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 administrative duties under minimal supervision at the highest proficiency level
* Provides direct support to Division Chief and Administrator
* Work is highly complex, non-repetitive and often project oriented
* Ability to problem solves and determine best course of action with little direction
* Act as a lead, assign and prioritize workflow, troubleshoot issues, assist with training and orientation, and provide backup support for the Supervisor
* May direct workflow and lead others. Mentor other staff
* 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
* Track expense budgets, perform basic bookkeeping tasks and create financial reports
* Assist with training and orienting staff as needed
* Provide cross coverage as needed
* Follow HIPAA guidelines for the management of patient privacy and confidentiality
JOB SPECIFIC DUTIES AND RESPONSIBILITIES:
* Processes all new faculty, fellow and sponsored staff applications. The Engineering in Medicine and Renal Medicine Division on-boards approximately 150 new professional staff each year. Works with Department and a variety of Hospital offices to credential, appoint and onboard new faculty and fellows and research staff.
* Responsible for re-appointments and responding to Division and Department requests for information on current and former faculty and fellows. Ensures that departing faculty, fellows and sponsored staff are terminated from all systems.
* Serves as primary Division liaison with Physician Services, Department of Medicine, Graduate Medical Education Office and Partners International Office to process all appointment documents, including visas, both new and renewals. Serves as a resource person for faculty and fellows with visa related questions.
* Acts as divisional expert in these areas, and advises Director, Chief, and faculty of changes and potential impact on the Division.
* Drafts letters from Division Chief to Department Chairman requesting faculty and fellow BWH and HMS appointments. Requires solid working knowledge of criteria for various academic ranks.
* Must keep abreast of current and changing credentialing and licensing requirements for BWH and Massachusetts, respectively.
* Must keep abreast of non-immigrant visa regulations for all foreign physicians.
* Creates and maintains Division staff contact directories and e-mail lists. Maintains alumni roster of departed faculty and fellows.
* Runs orientation, and provides, IDs, beepers, etc. to new hires.
* Develops and maintains divisional faculty database. Responsible for website presence of faculty.
* Assists with a wide variety of other projects and duties as required.
* Coordinates special projects in the Department. Coordinates special events which may include educational activities such as conferences, Grand Rounds, etc. This person will be responsible from start to finish ensuring audiovisual, travel arrangements, food issues.
* Responsible for obtaining documentation and maintaining records for observers to the Division
* Responsible for submission of grant and fellowship applications within the Divisions of Renal Medicine and Engineering in Medicine. Assists investigators with submission process and budget preparation. Obtains necessary approvals. Serves as a liaison to Research Administration pre-award administrator to ensure timely submission of applications
* Performs all other duties as required.
QUALIFICATIONS:
* Minimum of a high school diploma or GED
* Minimum three years medical office or administrative support experience required
* Some additional training in office systems or other post high school education preferred. Associate's Degree or higher level education preferred, but not required
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Technical skills required:
* Knowledge of practice operations and standards
* Understanding of procedures including filing, copying, scanning, printing, and faxing
* Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism
* Organization Skills: Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems
* System Skills: Advanced computer skills. Ability to use all applicable applications at highest competency level
* Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines
* Advanced understanding and use of medical terminology
* Advanced 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
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