Administrative Assistant Senior

Site: The Brigham and Women's Hospital, Inc.

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
Summary
This position is responsible for providing high-level administrative support to clinical faculty and clinical research faculty. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations.
Does this position require Patient Care?
No
Essential Functions
- Credentialing Physicians/Recredentialing Physicians
- Renewing Medical Licenses, State and Federal Narcotics Licenses
- Managing Physicians' CCP (Continuing Certification Program in Dermatology)
- Managing Physicians' CME transcripts
- Managing Faculty CVs
- Managing Faculty Biosketches
- Managing Faculty PubMed profiles
- Calendar Management: maintain faculty schedules, including appointments, meetings, and travel arrangements.
- Expenses: Prepares faculty purchase requisitions and reimbursements. Requires knowledge of supplier invoice requests (e-check and online travel reimbursement.
- Registering Physicians for Conferences and Symposiums and Arranging for Travel, Accommodations, etc.
- Prepare, review, and edit reports, presentations, and other documents.
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
- Requesting academic publications.
- Printing application and course materials.
- Assist with Manuscript/Abstract proofreading and submission
- Organize and maintain office files, both electronic and physical.
- Schedule, coordinate, and facilitate meetings, including sending invites, preparing agendas, confirming attendance, taking minutes, and following up on action items.
- Arrange logistics for internal and external meetings, including room bookings and catering and managing meeting budget.
- Coordinate CME conferences.
- Serve as the primary point of contact between faculty and internal/external stakeholders.
- Oversee office supplies inventory, ordering, and distribution for faculty and staff.
- Ensure office equipment is properly maintained and serviced.
- Submit engineering work orders for 221 offices and staff lounge.
- Coordinate with IT for technical support and equipment needs.
- Assist in the planning and execution of special projects and events.
- Monitor project timelines and ensure deadlines are met.
- Forwarding Notes in EPIC
- Office reservations
- Weekly calendar
- Administrative Teamwork: Provides back-up coverage for other administrative support staff. Acts as a mentor and resource for other administrative support staff, answering questions and providing instruction as necessary.

- Take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.

JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

1.The ability to create a professional yet friendly office environment.
2.Strong calendar management skills required. The ability to understand that the calendar is a representation of work life and a commitment to ensure the highest quality of work life is a must.
3.Exceptional judgment and discretion in interacting with physicians and senior management on sensitive political and confidential issues.
4.Strong communication skills - written. Demonstrated ability to proofread and edit correspondence.
5.Strong communication skills - oral. Ability to communicate effectively with a wide range of departments, medical staff and individuals at all levels both within and outside the institution.
6.Strong organizational skills.
7.Strong interpersonal, service and negotiating skills.
8.Ability to function independently and effectively under the pressure of rigid deadlines and schedules.
9.Ability to communicate effectively with a wide range of departments, medical staff and individuals on multiple levels both within and outside the institution.
10.Creative, self-motivated, possesses excellent judgment and the ability to plan and initiate new activities.
11.Ability to support multiple individuals with competing needs, effectively prioritize work, and contribute as a team member with the willingness to assist with both routine and/or last minute projects.

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)

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 50lbs

Carrying Occasionally (3-33%) 20lbs - 50lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Remote Type

Hybrid

Work Location

221 Longwood Avenue

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

The Brigham and Women's Hospital, Inc. 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)-.

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.