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Senior Administrative Specialist

2 months ago

Boston, Massachusetts, United States Hebrew SeniorLife Full time

Position Overview

At Hebrew SeniorLife, we are dedicated to transforming the experience of aging with compassion and commitment. Our team members play a crucial role in enhancing the lives of our patients, residents, and their families, fostering meaningful connections that drive our mission forward. We believe in continuous growth and development, empowering our employees to reach their full potential while making a significant impact in the senior care community.

Benefits Offered

We provide a comprehensive benefits package that includes:

  • Comprehensive medical and dental coverage starting on your first day for eligible positions
  • A 403b retirement savings plan accessible to all staff, including per diem employees
  • Generous paid time off to support work-life balance
  • On-site health and wellness initiatives
  • Tuition reimbursement and scholarship opportunities
  • An employee recognition program to celebrate achievements

Key Responsibilities

  • Welcome patients upon their arrival at the clinic
  • Manage incoming calls, screening and directing them as necessary
  • Perform a variety of administrative tasks including mail handling, faxing, and photocopying
  • Organize and coordinate meetings, appointments, and travel arrangements
  • Prepare meeting agendas and secure conference room reservations
  • Maintain an organized filing system and contact databases
  • Draft written responses to routine inquiries
  • Create and modify documents such as correspondence, reports, and presentations
  • Process and reconcile expense reports
  • Monitor and manage office supply inventory
  • Initiate work order requests with relevant departments
  • Address requests for information and data
  • Act as a liaison for internal and external clients
  • Sort and distribute incoming and outgoing mail
  • Serve as a communication resource for patients both in person and over the phone
  • Assist with the intake process for new patients by following up with them and their medical records
  • Utilize practice management systems for scheduling appointments and updating patient information
  • Verify insurance details and collect copayments when required
  • Facilitate communication between providers and patients post-visit
  • Uphold patient confidentiality in accordance with HIPAA standards
  • Manage billing encounter forms and resolve any billing issues
  • Participate actively in process improvement initiatives
  • Complete additional projects as assigned.

Required Qualifications

Candidates should possess the following skills and experience:

  • An associate's degree or equivalent experience; a minimum of 2 years in a related administrative role is preferred
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and troubleshooting software issues
  • Familiarity with office equipment such as printers and copiers
  • Knowledge of internet search tools
  • Understanding of office management systems and procedures
  • Strong time management skills with the ability to prioritize tasks effectively
  • Excellent customer service and teamwork abilities
  • Attention to detail and accuracy in all tasks
  • Strong written and verbal communication skills
  • Organizational skills with the capacity to multitask and adapt to changing priorities
  • Initiative and problem-solving capabilities, along with sound judgment.