This position entails providing support to the Division Chief and Administrative Director of the Division of Surgical Oncology. The position provides comprehensive project coordination and support in areas, including, but not limited to clinical/surgical scheduling for the chief; calendar and meeting facilitation; divisional project support; domestic and international travel coordination/travel expenses, visiting professor lectures and other duties.

Performs duties under moderate supervision with intermediate to advanced proficiency in administrative skills and prepares requested materials with less direction and more applicable knowledge of the process.

Calendar & Meeting Facilitation (15%)

Maintains physician’s calendar – facilitating meeting planning and scheduling

Plans, manages, and facilitates meetings, seminars, and conferences. Specific responsibilities include:

• Obtaining and organizing planning information
• Receiving appropriate approvals
• Reserving location(s) and ordering A/V, food services, etc.
• Preparing agendas, schedules, syllabi, and/or teaching materials
• Coordinating attendance and communication
• Managing other items, including budgets, as necessary

Executive Support (15%)

Answers, screens and routes telephone calls in a timely manner

Communicates with Division and Departmental leadership under the direction of the Division Chief and Administrative Director

Greets and directs and escort visitors

Domestic and International Travel Coordination

• Prepares domestic and international travel arrangements as requested
• Corresponds with sponsoring institutions and societies
• Prepares itineraries

Divisional MD Recruitment Candidate Interview and Selection Committee Coordination

Coordinate Divisional-related events, including dinners and holiday party.

Responds to requests for routine information or assistance within scope of knowledge

Composes routine and advanced correspondence

Completes standardized and non-standardized forms

Maintains files and confidential record keeping systems

Opens and sorts mail

Photocopies, sorts, collates and distributes documents, as required.

Clinical and Surgical Support (35%)

Support the Division Chief’s clinical practice

Answer patient phone calls and triage appropriately

Scheduling

• Schedules and confirms patient appointments using appropriate information systems 
• Request appropriate records, pathology and other pertinent information necessary for the visit
• Review insurance details, follow insurance guidelines, requests referrals in advance of appointment, enter documentation into the system,
• Schedules and confirms patient surgeries using appropriate information systems 

Clinic 

• Oversees scanning/maintenance of electronic medical records in BWH’s Epic system 
• Prepares for weekly clinics by organizing clinic medical record needs in line with physician preferences 
• Proactively works with clinic staff to ensure they have sufficient information for patient appointments and visits
• Engages with other departments/hospitals to coordinate services, as needed

Finance & Billing 

• Obtains, verifies, records and processes required patient demographics, referrals, authorizations, and insurance/payment information 
• Serve as liaison to BWH billing vendor and insurance companies – efficiently and effectively addressing billing questions/issues as they arise 

Book surgeries and any ancillary clinical appointments

Work closely with the Physician Assistant to coordinate paperwork, letters, and other patient correspondence

Provide cross coverage as needed.

Project Support (20%)

Provides project support on new and on-going initiatives within the division

Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved

Manages the day-to-day operational aspects of the scope of the project

Takes ownership of projects under the direction of the Division Chief and Administrative Director

Makes decisions and executes on project assignments based on knowledge of practice operations and through research and collaboration

Visiting Professor (VP) Lectures (10%)

Coordinate with Administrative Director and Division Chief for annual lecture dates and speakers

Coordinate collection of documents and necessary items with the Dept of Surgery coordinator

Create itineraries outlining all events/meetings while VP is onsite at BHW

Coordinate group and 1:1 meetings with faculty for VP to meet with during their time at BWH

Coordinate group dinner during VP visit

Hotel arrangements for VP

Escort visitor to various meetings while onsite at BWH

Finalize reimbursements (including but not limited to airfare, transportation, food, hotel, etc.)

Divisional & Other Duties (5%)

Attends team meetings as required and contributes in a positive manner

Supports Division initiatives as they are implemented

Seeks out improvement opportunities within practice and throughout Division 

Assist with administrative elements related to fellowship programs within the Division as needed

Assist with coordinating POI staff and observer onboarding/off-boarding as needed

Assist divisional faculty with Harvard Faculty Appointments and Promotions

Performs other duties as assigned

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Must maintain highest standards of professionalism, ethics, and integrity.
• Must have strong customer service, communication, and interpersonal skills in dealing with patients, providers and colleagues. 
• Must be team-oriented in dealing with multiple stakeholders and communication channels.
• Must be sensitive to and supportive of patients, families, and care-providers.
• Must be resourceful in obtaining information when it is not readily available and in responding to unusual situations.
• Must have ability to recognize problems, establish priorities and initiate appropriate responses.
• 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.

Qualifications:

• Bachelor’s Degree required
• Minimum two years relevant work experience preferred
• Ability and skills necessary to fulfill requirements of role
• Excellent customer service skills required.
• Experience with computer systems required, including web-based applications and Microsoft Office applications which includes Outlook, Word, Excel, PowerPoint or Access.
• Superior organizational skills, with the ability to prioritize and manage multiple projects simultaneously.
• Ability to independently research complex issues and to succinctly synthesize and articulate findings for various audiences.
• Highly developed communication and interpersonal skills.
• Ability to work with senior management
• Individual must be assertive, and goal oriented with experience facilitating and staffing projects that involve multidisciplinary team members.
• Handles issues that are significant, complex, multidisciplinary, sensitive, political, and confidential.
• Initiative and ability to work independently and resolve problems.