Office Coordinator

Overview

Site:
The General Hospital Corporation. Mass General Brigham relies on professionals across disciplines to advance patient care, research, teaching, and community service. We invite applicants to join Mass General Brigham to experience what it means to be part of our system.

The Williams Syndrome (WS) Program of Excellence at the Lurie Center for Autism in Lexington, MA seeks a full or part-time Office Coordinator to provide administrative support for WS patients across their lifespan. This position is based at the Lurie Center for Autism in Lexington, MA and requires 3-4 days on-site with the first 90 days being completely on-site. The standard daily hours are 30 hours per week, primarily Monday through Friday, with exceptions related to the annual conference and related events.

Location:

Lexington, MA;

Schedule:

30 hours/week; 8:00 AM to 5:00 PM (6-hour day); 3 days on-site, 2 days hybrid after training.

Education
High School Diploma or Equivalent required

Experience Required

• Minimum of 2-4 years in a healthcare clinic office setting
• Experience with EPIC for managing complex scheduling and tracking systems

Knowledge, Skills & Abilities

• Experience working with families with special needs preferred
• Experience with developing marketing materials and website management preferred
• Fastidious attention to detail
• Excellent interpersonal communication (verbal and written) and customer service skills
• Strong judgment, prioritization, and problem-solving skills
• Proficiency with Outlook, Microsoft Office Suite, Zoom, and database programs; familiarity with site-specific software and office telephone system
• Ability to interact and collaborate with all levels of staff and management
• Ability to work independently and as part of a team
• Excellent organizational skills with ability to prioritize time and handle multiple tasks
• Experience with Epic EMR and knowledge of medical insurance plans strongly preferred
• Roll-up: ability to learn medical terminology to interact with and triage patient requests
• Ability to handle confidential information and knowledge of HIPAA confidentiality and privacy policies
• Must comply with Mass General Brigham policies and procedures
• Proficiency with standard office procedures and equipment

Patient-Facing Support

• Act as the initial and ongoing point of contact for Williams Syndrome patients and families; provide patient care coordination as needed.
• Manage daily clinical schedules/patient appointments in Epic and related patient communications via phone and MGB Patient Gateway.
• Support patients in navigating insurance coverage needs and/or creating self-pay contracts.
• Manage filing and record organization, including collating medical records and test results ahead of appointments.
• Provide local travel resources to facilitate travel arrangements for onsite appointments.

Technology Related Responsibilities

• Maintain dataset of patients seen.
• Manage MGB WS website in collaboration with the website team to update and improve information.
• Assist with projects requested by the Program Directors.
• Answer and triage Williams Syndrome mailbox inquiries.
• Create content for Williams Program of Excellence clinic marketing materials in collaboration with Marketing.

Events Related Responsibilities

• Coordinate the annual WS conference (for public participation).
• Draft and coordinate communications including social media and website information.
• Organize annual events and other meetings, including email communications, materials, logistics, catering and technology setup/breakdown.
• Assist in agenda preparation, project scheduling, presentation development and handout coordination.
• Coordinate speaker requests, staffing, and travel for events as necessary.
• Perform other duties or special projects appropriate to this level of position.

Administrative Support to Program Leadership

• Assist with calendar management, including scheduling for patients and visitors and non-clinical Zoom management.
• Interact effectively with all levels of clinical and administrative management within MGH and MGPO and across MGB.

Work Details

Remote Type:
Hybrid

Work Location:

1 Maguire Road

Scheduled Weekly

Hours:

30

Employee Type:
Regular

Work Shift:

Day (United States of America)

Pay Range: $18.22 - $26.06/Hourly

Grade: 3

The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. Reasonable accommodations available upon request for applicants with disabilities. For accommodation in the job application process, please contact Human Resources at .

Mass General Brigham Competency Framework