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
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 timelines and ensure deadlines are met.
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
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)
Department: Neurology, Headache Fellowship Program Coordination
Schedule: Monday - Friday | 8:30am - 5:00pm | Hybrid
Benefits: Medical, Dental, Vision, 403b retirement plan, tuition reimbursement, discounted MBTA pass & more!
In addition to the core responsibilities of the Senior Administrative Assistant position, this role serves as the primary administrative coordinator for the Headache Fellowship Program and provides administrative support to Headache Division providers across multiple clinical sites.
Fellowship Program Administration
- Serve as the primary administrative liaison for the Headache Fellowship Program.
- Coordinate applicant communications and correspondence received through the American Headache Society (AHS) application process.
- Maintain applicant records, supporting documentation, interview schedules, and recruitment materials.
- Coordinate and schedule fellowship applicant interviews with faculty, fellows, and leadership.
- Develop and distribute interview itineraries and supporting materials to applicants and interviewers.
- Track and manage letters of recommendation, application requirements, and recruitment timelines.
- In collaboration with the Practice Administrator, coordinate onboarding activities for incoming fellows, including access requests, scheduling, orientation materials, business cards, and other administrative needs.
- In collaboration with the Practice Administrator, coordinate offboarding activities for graduating fellows, including exit documentation and program-related requirements.
- Assist with planning and coordination of fellow graduation activities, educational conferences, and fellowship-related events.
- Maintain fellowship calendars and coordinate educational conferences, didactics, division meetings, and other program activities.
Clinical Scheduling and Provider Support
- Build, maintain, and update fellow and provider schedules within Epic and other scheduling platforms as required.
- Assist with coordination of clinical rotations and schedules across Brigham and Women's Hospital, Mass General Hospital, and affiliated clinical locations.
- Collaborate with providers and administrative teams at 850 Boylston Street, Brigham and Women's Hospital, and Mass General Hospital to ensure appropriate scheduling and operational support.
- Assist with maintaining provider session counts, clinic schedules, and coverage calendars.
Administrative and Project Coordination
- Provide high-level administrative support to Headache Division providers and leadership.
- Create, edit, and maintain presentations, educational materials, reports, and program communications.
- Support the development of provider, fellowship, and departmental materials using Canva, Microsoft Office applications, Google Workspace tools, Dropbox, Excel, and other approved software platforms.
- Coordinate data tracking, spreadsheets, reports, and program metrics related to fellowship and provider activities.
- Assist with special projects, accreditation requirements, educational initiatives, and departmental events as assigned.
Technical Skills
- Advanced proficiency with Epic, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Canva, Google Workspace (Docs, Sheets, Forms, Drive), Dropbox, and other administrative software applications.
- Ability to manage multiple priorities, maintain confidential information, and coordinate complex schedules across multiple providers, locations, and departments.
- Excellent organizational, communication, project management, and customer service skills.
Hybrid
1153 Centre Street
40
Regular
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.
2200 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