Administrative Coordinator

Job description

Site: The General Hospital Corporation Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Job Summary This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff. Does this position require Patient Care? No Essential Functions -Manage and maintain executive schedules, including appointments, meetings, and travel arrangements. -Prepare, review, and edit reports, presentations, and other documents. -Handle incoming and outgoing correspondence, including emails, letters, and phone calls. -Organize and maintain office files, both electronic and physical. -Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items. -Arrange logistics for internal and external meetings, including room bookings and catering. -Serve as the primary point of contact between executives and internal/external stakeholders. -Draft and distribute memos, announcements, and other communications as directed. -Oversee office supplies inventory, ordering, and distribution. -Ensure office equipment is properly maintained and serviced. -Coordinate with IT for technical support and equipment needs. -Assist in the planning and execution of special projects and events. -Monitor project time lines and ensure deadlines are met. Qualifications Education High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred Knowledge, Skills and Abilities - Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook). - Excellent verbal and written communication skills. - Strong organizational and multitasking abilities. - Ability to work independently with minimal supervision. - Strong attention to detail and problem-solving skills. - Familiarity with hospital administration processes and healthcare regulations. - Professional demeanor and ability to interact effectively with all levels of staff. Additional Job Details (if applicable) The Healey & AMG Center for ALS at Mass General unites the world’s leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is comprised of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS. Clinical research is the only way to develop new therapies for the treatment of ALS, which is one of the strategic initiatives at the core of the Healey & AMG Center for ALS and the Neurological Clinical Research Institute (NCRI). Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will act as the “information hub” for the Healey & AMG Center for ALS. The Administrative Coordinator will develop and assemble Healey & AMG Center information and effectively communicate with the research community. The coordinator is responsible for coordinating the planning, management, and implementation of special events and collaboration on marketing projects and communications initiatives, including collateral design, wewebsiteb site, electronic communication, social media, etc. The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and a willingness to participate in multiple activities and provide support by working with the team. PRINCIPAL DUTIES AND RESPONSIBILITIES: Relevant activities include, but are not limited to the following: Administrative: Maintains calendar and calendar items for Healey & AMG Center Schedules meetings, phone calls, and video conferences Organize, plan, and notify staff about meetings and appointments Use independent judgment in setting priorities and proposing alternatives to meetings Resolve conflicts and prioritize meetings by calling calendar issues to staff’s attention in advance of the deadline Send out timely notification of scheduled meetings Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices Plan for meeting sites and nourishment as directed by MGH guidelines,Serves and attend to other details as directed Maintain daily appointment calendars for the Sr. Director and Co-Director of NCRI Arrange and schedule meetings, interviews, and appointments to include coordination with external organizations. Organizes, schedules, and reserves conference rooms for meetings. Send out timely notification of scheduled meetings; plan for meeting site, prepare agenda, set up/reserve A/V equipment for presentations, and coordinate with catering as needed. Collaborate with departmental leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies Serves on the Engagement Committee on behalf of Sr. Director of Healey & AMG Center and supports events as needed (expenses, approval forms, etc.) Provides administrative assistance for employment search committees Prepares and manages files and applications Arrange interviews Manages applicant communications Follows HMS institutional-level hiring guidelines, including but not limited to, applicant tracking and reporting Healey Center Philanthropy Manages appreciation letters to donors for all Neurology and Healey & AMG Center donations received for the departmental chair Arranges occasional in-person meetings with donors and supports on-site visits Assist with the training of new administrative staff members, including but not limited to: Reviewing MGB, MGH, and NCRI resources Reviewing job-specific MGB, MGH, and NCRI best practices Reviewing relevant internal and external software platforms and other resources Provides guidance around troubleshooting issues as they arise Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required Provide back-up coverage for the front desk as necessary. Cross-covers for other staff members for breaks, lunches, vacations, etc., and during variations in workflow as needed/requested (including staff support to the Director of Healey Center) Maintain updated physician CVs Assists with the renewal of annual physician memberships and medical licenses, as well as file management of the aforementioned documents Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with MGB purchasing policies and procedures. Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable in a timely and accurate manner. Maintains Healey & AMG Center Project and task lists, and related documents assigned. Manages Healey & AMG Center for ALS inbox, acting as operator for all incoming emails, directing them to the best ALS patient resources, or redirecting to departments/persons best suited to handle inquiries/financial invoicing, Pharmaceutical Applications for Platform Regimens, data requests, therapeutic studies, etc. Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis. Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, CVs, and other related documents at the highest level of proficiency. Organizes materials for presentations; retrieves articles from libraries or online sources as requested. Arranges for the needs of outside visitors as requested. Reviews mail (including email), answers when appropriate, and/or forwards to appropriate people. Troubleshoots routine/non-routine problems and takes measures to correct/handle issues. Supports NCRI Directors as needed All other duties as assigned Event and Meeting Coordination : Coordination of Healey and AMG Center-hosted events These include in-person and regular virtual meetings, special seminars, committee meetings, an annual retreat, scientific symposiums, industry workshops, and various other activities. Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining, audio-visual requirements, and arranging visitor schedules. The coordinator will research and negotiate with venues, hotels, and other vendors as needed. Oversee all financial aspects (i.e., budget oversight, manage travel reimbursement, etc.) in collaboration with the Sr Director of Healey & AMG Center, Grant Administrator, and Principal Investigators with the NCRI Maintain financial records/documentation for reconciliation of “My Wallet” expenses Obtain appropriate approval for events Manage invoicing and post-event billing with venues Ad hoc assistance with travel reimbursements for both NCRI employees and non-employee affiliates Assisting with development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc.) Managing on-site registration, audiovisual requirements/needs, and any venue or travel-related issues as they arise Preparing, finalizing, and distributing meeting minutes to all attendees Responsible for maintaining current contact lists and reference materials Communications : Assists with communicating changes to website layout and design with Marketing Provides communications support and expertise across the Healey & AMG Center using excellent writing skills Maintains an electronic library of communications-related materials, including graphics, logos, templates, photos, and PowerPoint slides and presentations Provides videoconference support for all Healey & AMG Center activities and training for other administrative staff on the use of equipment and services. Monitors the Healey & AMG Center social media account(s) SKILLS AND COMPETENCIES REQUIRED: A professional, creative, innovative college graduate with a bachelor’s degree in science, business, communications, or a related field Excellent organizational, oral, and written communication skills required Demonstrated ability to work independently and as part of a team An outcome-focused, self-starter experienced at working with fundraising, healthcare, or non-for-profit entity Event planning experience is a must Proficiency with Microsoft Office, including PowerPoint, Excel, and Word. InDesign, Illustrator, and Constant Contact experience a plus Ability to work well under a deadline Remote Type Onsite Work Location 165 Cambridge Street Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $20.84 - $29.79/Hourly Grade 4 At 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: 1200 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. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642. Mass General Brigham Competency Framework 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.