Administrative Secretary IV : Tissue Typing

Brigham and Women’s Hospital, located in the heart of Boston, and is internationally known for cutting-edge technology and world-class innovation, focusing on patient centered care. Brigham and Women's Hospital is consistently rated as one of the top ten hospitals in America by US News and World Report. 

 

 

GENERAL SUMMARY/OVERVIEW STATEMENT

 

Responsible for providing administrative, secretarial, and clerical support services for Medical Director and staff of a busy 24-hour laboratory.  Primary duties include recording all financial transactions (including service and supply contract information), test activity, and patient billing information; collection, verification, and interpretation of financial information (including statistical compilation); and preparation of reports for budget presentation.  Other duties including word processing (proposals, manuscripts, letters); data entry into laboratory, hospital, and UNOS databases; and interaction with technologists, clinicians, vendors, and visitors as necessary to ensure smooth-running office/laboratory unit.  Requires familiarity with hospital and department policies.

 

PRINCIPLE DUTIES AND RESPONSIBILITIES

 

Provides administrative, secretarial, and clerical support services for Medical Director and staff of a busy 24-hour laboratory; duties may vary somewhat, but the following are characteristic of this classification:

 

1. Maintains records of financial transactions of the laboratory, from which data two department budgets are prepared.  Scrutinizes monthly distribution figures for discrepancies, which are reported to Office Manager and various hospital departments such as Grants and Contracts and Pathology Administration.  Assists in the preparation of budgets.

 

2. Analyzes data with interpretation for suggestions/conclusions; presents budget in a timely fashion to Office Manager, Technical Director and Lab Directors.

 

3. Responsible for preparing daily and monthly billing of patients for the laboratory for Brigham and Women's Hospital, the New England Organ Bank, and several outside hospitals.  This includes data entry of test units into the laboratory database and hospital system.

 

4. Assists in the preparation of administrative reports and projects; gathers information, compiles statistics, prepares final copies, and distributes to appropriate individuals/departments.

 

5. Receives telephone and personal callers and directs them to appropriate individual.  Provides routine information to callers, which requires detailed knowledge of laboratory policies.  Schedules patient tests and may be called upon to communicate test requirements to hospital departments or outside medical personnel;  this requires basic understanding of laboratory procedures.

 

6. Orders office and laboratory supplies from hospital and external suppliers; maintains and tracks records of requisitions, purchase orders, accounts payable transactions, and petty cash vouchers.

 

7. Updates patient files in the laboratory computer and UNet database, making appropriate adjustments of patient status, eligibility and availability for transplantation, additions and deletions, which directly affect record-keeping of test results for patients.  Suggests computer changes that reflect shifts in office/laboratory policy.

 

8. Establishes, maintains, and revises record-keeping and filing systems; classifies, sorts, and files reports, correspondence, personnel records, memos, and other confidential and non-confidential documents.

 

9. Types patient test result reports, letters, grant renewals and proposals, and manuscripts from rough drafts, making changes in grammar, punctuation, and spelling as needed

 

10. Operates a variety of standard office equipment, such as a photocopier, fax machine, telephone (for voicemail, transfers, and conference/teleconference calls) and computer.

 

11. Transports occasional emergency documents/medical samples between laboratory and mailroom.

 

12. Copies, collates, and distributes monthly antibody analysis reports, request for serum list, other patient reports on all deceased donor organ candidates to transplant centers (coordinators, physicians, surgeons) around New England.

 

13. Performs all other duties as required, including those of Administrative Secretary III.

 

To learn more about BWH, please apply online at: www.brighamandwomens.org/careers 

(ID # 2174185)

 

 Brigham and Women’s Hospital is an EEO, AA and VEVRAA employer.