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Senior Administrative Assistant

Boston, MA 02130

Posted: 01/20/2023 Employment Type: Contract Job Category: Administrative Job Number: 522697 Country: United States Is job remote?: No

Job Description

Job Title: Sr. Administrative Assistant

Must Haves:
  • 2+ years of experience in office work
  • Advanced proficiency with Microsoft Office Programs (i.e. Word, Excel, Outlook, etc.)
  • Able to learn and utilize different software programs
  • Strong Written and Verbal Communication Skills
  • Knowledge/understanding of medical terminology

Job Summary:

Functions as a unit clerical coordinator to assist in facilitating patient care on a Nursing Unit as directed by Nurse Manager/Charge Nurse. Performs other work-related duties as required by Supervisor.

  • Functions as unit clerical coordinator to facilitate patient care service and further harmonious relationships with a multi-disciplinary staff and visitors in accordance with personnel and safety policies and procedures.
  • Operates specialized word processing equipment to produce basic memorandums, reports, forms, etc. utilizing word processing software.
  • Performs clerical duties to facilitate efficient management of patients by coordinating activities and services which promote continuity of patient care (e.g. specialist consultations).
  • Answers telephone, records and relays messages in a courteous and timely manner.
  • Requisitions supplies/equipment.
  • If necessary, prints labels for collected specimens, facilitates delivery to lab, ensures timely response from lab and files results accurately.
  • Compiles admission records and labels all forms, records and reports accurately.
  • Maintain inventories and orders supplies from appropriate areas.
  • Completes and routes Repair Requisitions to appropriate areas, and maintains a log of these requests and when they have been completed. 
  • Delivers mail to patients and personnel.
  • Checks and returns completed patient records to Medical Records Department.
  • Assists in filling out the daily census whenever there is an admission.
  • Makes Identification (I.D.) Bracelets for patients as needed.
  • Checks and replaces I.D. Cards on patients' room placard as necessary.
  • Participates in data collection and documentation of Performance Improvement Program as directed by Nurse Manager/Charge Nurse.
  • Compiles in order of procedure, the patient's medical record and prepares it for closure.
  • Promotes and maintains the milieu of the nurse station environment in order to ensure the efficient, confidential and effective flow of work.   
  • Attends meetings and educational programs as assigned by Nurse Manager.
  • Coordinates and prioritizes activities in order to accomplish work objectives. 
  • Performs data input and other related duties in conjunction with Meditech system. 
  • Arranges transportation to appointments
  • Setting up appointments and gathering the requested information to send patients for interventional procedures or other appointments at other hospitals.
  • MRI clearance document completed by Nursing.
  • Assure completion of daily restraint forms.
  • Performs other related duties as required by Nurse Manager.    
  • Demonstrates skills appropriate to the age of patients served.
  • Demonstrates sensitivity and respect for patients' cultural and religious preferences/needs.

  • Knowledge of medical terminology as evidenced by certificate, diploma, or demonstration via in house test, is strongly preferred.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of clerical office practices and procedures including office record keeping, office  correspondence control.
  • Skill in typing at a minimum of 30 words per minute.
  • Ability to understand and apply the laws, rules, regulations, policies and procedures governing the Nursing Department.
  • Ability to read, write and comprehend the English language.
  • Ability to use proper grammar, punctuation and spelling.
  • Ability to follow written and oral instructions.
  • Ability to assemble items of information in accordance with established procedures.
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Ability to file material in accordance with standard filing procedures.
  • Ability to maintain accurate records.
  • Ability to communicate effectively in oral expression.
  • Ability to establish and maintain harmonious working relationships with others. 
  • Ability to deal tactfully with others. 
  • Ability to exercise discretion in handling confidential information. 
  • Knowledge of the types and uses of word processing systems, equipment, software packages and applications strongly preferred.
  • Skill in operating word processing equipment strongly preferred.

  • Knowledge of hospital and nursing policies and procedures
  • Knowledge of Public Health Agencies.
  • Improve communication and organizational skills.

  • Applicants must have at least (A) two years of full-time or equivalent part-time experience in office work, or (B) any equivalent combination of the required experience and the substitution below.

1.    A diploma as evidence of graduation from a commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
2.    A diploma as evidence of graduation from a course other than a commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
3.    A diploma for completion of a program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.* 
4.    An Associate's or higher degree may be substituted for a maximum of one year of the required experience.*
a.    Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.  
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