Senior Administrative Assistant - Patient Affairs

The ideal candidate for the Senior Administrative Assistant position in the Department of Patient Affairs is a highly organized, service-oriented professional who thrives in a fast-paced, patient-centered environment. They demonstrate exceptional judgment, discretion, and initiative in managing complex administrative tasks and sensitive communications. With a deep commitment to service excellence, they skillfully support internal and external stakeholders—including patients, caregivers, executive leadership, and clinical teams—by facilitating seamless access, intake, and navigation processes.

This is a hybrid position working Monday-Friday, 8\:00 am- 5\:00 pm, no weekends.

SUMMARY
The primary purpose of the Senior Administrative Assistant position in the Department of Patient Affairs is to provide the highest level of service excellence to internal and external stakeholders including but not limited to, designated patients and their caregivers, board of visitors, donors, executive leadership team, philanthropy, patient access team members, medical teams and care consultants. This position requires highly responsive and proactive access, administrative and follow-up requiring considerable exercise of independent judgment, initiative, and the ability to make decisions relative to patient-centered operations, intake, entry and navigation of new patient referrals, and assistance with scheduling and other coordination matters for existing designated patients.

The Senior Administrative Assistant, Patient Affairs, maintains the highest level of confidentiality and discretion following all policies and procedures of the institution including but not limited to, conflict of interest, compliance, and code of conduct. The Senior Administrative Assistant also provides administrative support to Care Consultants and the leadership of the Patient Affairs department.

JOB SPECIFIC COMPETENCIES
Customer Service Is a leader in modeling institutional core values and service excellence standards at all times building trusting relationships with all stakeholders.

Functions
Coordination of new patients and other appointments. Interacts with designated patients, caregivers, faculty and staff to initiate, enter information into the EPIC system and coordinate new patient referrals up to the point of scheduling the appointment in EPIC. Works with Care Consultants, faculty, and staff to coordinate and/or revise schedules for registered designated patients.

Exceptional responsiveness and communication. Respond to all inquiries and concerns in a timely and professional manner always acknowledging communication and then following up appropriately as per the stakeholder’s preference. Communication modes include email, phone and in person.

Develops and provides updates and status reports. Provides status reports regarding new patient referrals, inquiries, requests, communications, and schedules, as appropriate, with designated patients, caregivers, leaders, staff and other stakeholders while upholding the highest level of confidentiality in compliance with HPPA regulations.
Provides administrative support. Provides administrative support related to patient activities and administration of the department of patient affairs as assigned.

Assigned projects. Coordinates, monitors and completes assigned projects, both long term and short term.
Other duties. Performs other duties as assigned.