Administrative Assistant, Brockton Behavioral Health Center, 40 Hrs (Days)

POSITION SUMMARY:

Boston Medical Center (BMC) is more than a hospital. It's a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet, an integrated health care delivery system that includes many community Health Centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world

We have an amazing opportunity for administrative professionals to join an established hospital and expand the access to care for vulnerable populations. BMC Brockton is an 80 bed behavioral inpatient psychiatry units and a 26-bed Clinical Stabilization Service (CSS). BMC Brockton operates as a Behavioral Health accountable care organization providing cutting edge inpatient treatment and stabilization for individuals experiencing complex mental health and substance use needs. Strong administrative professionals are a critical part of a multidisciplinary team and help support the clinical programs to provide quality Behavioral Health care to acute populations.

The primary purpose of the job is to provide administrative support and front desk management to the Brockton Behavioral Health Center.

Performs a variety of administrative and office support activities to ensure proper functioning of assigned department. Responsible for managing front desk functions, including all incoming communications, creating training materials, requisitioning supplies, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

Position: Administrative Support

Department: Brockton

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Primary Functions

Front Desk Management

• Provides a friendly and welcoming greeting to all visitors to the Inpatient Unit
• Answers telephone calls in a courteous manner, assures that all messages for physicians and designees are accurate and forwarded promptly to the physician and/or designee.
• Ensure regular checking of voicemail and email, including signing out voicemail during time away.
• Triages phone calls correctly
• Assists staff and security with incoming ambulances
• Sorts and distributes mail, packages, and supplies
• Maintains department files, and responds to inquiries from personnel, patients and physicians.

Administrative Duties

• Serves as the department administrative expert with regards to compliance policies & departmental procedures.
• Maintain administrative and clerical stock and supply including consents, patient handouts, and educational materials
• Monitors and maintains inventory of supplies and equipment. Purchases products as needed within established budget.
• Schedules meetings, coordinates audio-visual and technology requirements, orders food/beverages, etc., as needed.
• Notifies area manager of problem(s) to ensure that it is addressed in a timely manner.
• Covers other areas under the direction of a manager and/or supervisor.
• Communicates with all members of staff on work related issues effectively and courteously.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes hospital’s Values as the basis for decision-making and to facilitate the division’s hospital mission.
• Follows established hospital infection control and safety procedures.
• Other duties as requested
• Must provide closed-loop communication about all tasks, including being forthright if unable to complete the task
• Ability to cope with high-pressure situations and demonstrate independent thinking and decision making as well as a high level of diplomacy.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

Minimum of an Associates degree (or equivalent) in Business Administration, Business Management or related field plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience). Bachelor's degree preferred.

KNOWLEDGE AND SKILLS:

• Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts
• Strong problem solving skills Proven ability to maintain confidentiality for sensitive information.

Equal Opportunity Employer/Disabled/Veterans