Administrative Assistant
Mass General Brigham(PHS)

Job Info

About Us

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development-and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

General Summary

Under the direction of the QPE Administrative Manager, the Administrative Assistant ("Assistant") will ensure the efficient and effective delivery of the functional day-to-day operations of the Chief Community Health Equity Officer ("Chief") and of the leaders and programs overseen by this office. This is a unique opportunity for a highly motivated and experienced administrative professional interested in an expanded scope of responsibility. Work assignments will include routine calendar management, authoring of correspondence, review and response management from external parties, maintenance of CVs and research-related documents such as biosketches and publications, as well as project coordination and other administrative activities as requested. Work requires strong written and verbal communication skills, continual attention to detail, self-motivation, creative problem solving, excellent time management, and the ability to successfully prioritize tasks and workload. The Assistant will require a high degree of professionalism to interact with all levels of system staff, from executive leadership based at Assembly Row and MGB's hospitals to front-line support staff across the system.

Duties & Responsibilities

  • Administrative Support Responsibilities
    • Administer the Chief's schedule, using independent judgment in setting priorities. Includes the planning and timely notification of meetings, appointments, and travel. Requires advanced proficiency with use of Microsoft Outlook.
    • Create and manage a project plan that allows the Chief to have regular direct contact with leaders across MGB, research parties in and outside of MGB, staff within MGB's Community Health department, and QPE.
    • Screen incoming calls/voicemails and correspondence (as requested), expediting priority matters and independently handling as appropriate.
    • Author letters of recommendation, biography sketches, registration forms, etcetera, in support of the Chief.
    • Assist with preparing grant applications for which the Chief is serving as the Principal Investigator, including coordinating administrative requirements, scheduling and attending planning meetings, and managing proposal documents and reference libraries
    • Assist with the submission of the Chief's peer-reviewed research papers, including managing Conflict of Interest disclosures, formatting per submission requirements, managing reference libraries, and ensuring papers are in compliance with the NIH Public Access Policy, as applicable.
    • Provide support for other administrative or clinical leaders within the department of Community Health and QPE as assigned
    • Assist with event planning for department staff gatherings and potentially working with Development Offices and with external parties
    • Support the Chief in development and preparation of communications materials, PowerPoint presentations, and policy statements
    • Support special projects across the Department, including designing project plans and maintaining and managing to schedule, as requested. Sample projects include:
      • Project support for system wide United Against Racism initiatives
      • Design surveys used to develop system wide goals in equity and quality
  • Design and manage tracking tools to monitor contract deliverables
  • Facilitate expense submittal and tracking for Chief
  • Manage invoices and check requests for the Community Health team
  • Work may expand to include to staff timekeeping support

  • Associate's degree or related years experience required. Bachelor's degree preferred.
  • 2 or more years of administrative experience, preferably in a health care professional environment, including day-to-day administrative support of senior management. Experience in research administration a plus.
  • Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel required. Experience with Microsoft SharePoint and EndNote is a plus.
  • Must possess excellent interpersonal skills and a professional demeanor.
  • Extraordinarily organized with excellent attention to detail, follow-through, and a proactive approach to problem-solving and prioritization.
  • Demonstrated ability to exercise discretion and maintain strict confidentiality.
  • Ability to work independently, manage multiple tasks, meet deadlines, reprioritize on the fly, and able to recognize when issues should be escalated.
  • Enthusiasm for learning new concepts and working with new tools and sources of information.
  • Strong oral and written communication skills, with the ability to tailor messages to individuals and audiences throughout the organization.
  • Ability to develop effective relationships with a broad array of staff and management across the organization.
  • Must have knowledge of office administrative procedures, and knowledge of use and operation of standard office equipment.
  • Some analytical ability is required in order to gather and summarize data for status updates.
Working Conditions
  • Work is performed in a fast-paced office environment and involves frequent contact with physicians, administrative and staff at all levels.
  • 8:30 am to 5 pm, with occasional early and late meetings outside of this range
  • Possible local travel to MGB sites
  • Position is temporarily remote due to COVID-19

EEO Statement
Mass General Brigham is an Equal Opportunity Employer & by embracing diverse skills, perspectives and ideas, we choose to lead. 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.

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