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30 hours a week
8am to 5pm (6-hour day)
3 days on-site, 2 days hybrid after 90 days of training
Job Summary
The Williams Syndrome (WS) Program of Excellence has been established so that multidisciplinary medical and related services can be available to WS patients across their lifespan.The Williams Syndrome Office Coordinator position is wide-ranging in its responsibilities which include serving as the primary point for triaging, scheduling, and coordinating clinical services; providing travel related resources for families who come for appointments from around the country; organizing internal and external events of the WS Program, including an annual conference; maintaining a database of patients seen along with managing the program website and email; and providing executive-level administrative representation of the program to internal and external parties.
The 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 can be negotiated: the position is 30 hours per week, primarily Monday through Friday. Exceptions to the standard hours may occur related to the annual conference and/or other events.
Qualifications
Education
High School Diploma or Equivalent required
Experience Required
- Minimum of 2-4 years of healthcare clinic office setting required
- Previous EPIC experience managing complex scheduling and tracking systems required
Knowledge, Skills & Abilities
- Experience working with families with special needs preferred.
- Experience with developing marketing material content 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
- Excellent computer and technology-based skills, including Outlook email and calendar, Microsoft Office software (Word, Excel, PowerPoint, Teams), Zoom teleconferencing platform and database programs as well as site-specific software and office telephone system
- Effectively interact and collaborate with all levels of staff and management
- Ability to work independently, as well as part of a team
- Excellent organizational skills; proficiency in prioritizing time and handling multiple tasks.
- Previous experience with Epic electronic medical records system and knowledge of medical insurance plans strongly preferred.
- Previous experience in a healthcare facility strongly preferred and/or the ability to quickly learn sufficient medical terminology to interact with and triage patient requests related to program needs.
- Ability to handle confidential and sensitive information and knowledge of HIPAA Confidentiality and Privacy Policies.
- Must comply with all MGB policies and procedures
- Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing. Ability to use standard office equipment.
Principle Duties and Responsibilities
Patient-Facing Support
- Act as the initial and ongoing point of contact for Williams Syndrome patients/families contacting the WS Program of Excellence for any reason. Provide all patient care coordination as needed.
- Manage daily clinical schedules/patient appointments in Epic and all related patient communications via phone and/or via the 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 (list of nearby hotels, etc.) to help facilitate families’ making travel arrangements for onsite appointments.
Technology Related Responsibilities
- Maintain dataset of patients seen.
- Manage MGB WS website by working with MGB website team to update and improve information as needed.
- Assist with projects as 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 communication efforts including social media, website information, and other marketing communications as needed.
- Organize annual events and other scheduled meetings, including email communications, materials, logistics, catering and technology set-up/break-down
- Assist in agenda preparation, project scheduling, presentation development and handout coordination.
- Coordinate incoming speaker requests, staffing, and travel as necessary for events.
- Perform other duties or special projects that are appropriate to this level of position.
Administrative Support to Program Leadership
- Assist with management of calendar, including coordination of scheduling for patient and other visitors and non-clinical Zoom platform management.
- Effectively and independently interact with all levels of clinical and administrative management within the MGH and MGPO as well as across the MGB organization.
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$18.58 - $26.58/HourlyGrade
3At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
EEO Statement:
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
Top Skills
What We Do
Mass General Brigham is an integrated academic health care system, uniting great minds to solve the hardest problems in medicine for our communities and the world. Mass General Brigham connects a full continuum of care across a system of academic medical centers, community and specialty hospitals, a health insurance plan, physician networks, community health centers, home care, and long-term care services. Mass General Brigham is a nonprofit organization that is committed to patient care, research, teaching, and service to the community. In addition, Mass General Brigham is one of the nation’s leading biomedical research organizations and a principal teaching affiliate of Harvard Medical School.
