Administrative Assistant Senior

Mass General Brigham•Newton, WA

19d•$19 - $28•Onsite

About The Position

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 across the Hospitalist Service, including 75+ Physicians and 20+ Physician Assistants as well as associated 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. This role is critical to the success of the Hospitalist office and operational workflows. A successful candidate will be someone who is organized, has strong attention to detail, is a good problem solver, enjoys collaboration and can work independently while balancing multiple tasks and timelines. Does this position require Patient Care? No

Requirements

High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred
Experience in an administrative role, preferably in a healthcare setting 5-7 years required
Experience supporting senior-level staff 1-2 years preferred
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.

Responsibilities

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.
Assist with creation and updates for clinical schedules (including processing of special payments for shifts worked, timekeeping for associated teams and updating on call software to reflect current schedules)
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.
Responsible for supporting onboarding and offboarding of providers, including arranging for badging, pagers, first and last day logistics and other communications between the provider, Chief and Administrative Director.
Responsible for maintenance of Rapid Response Pagers, including timely updates of Directory for on-call physicians.
Draft and distribute memos, announcements, and other communications as directed, including administrative support for Team Huddles and other service meetings.
Track and organize various processes including annual reviews, licensure expirations, CME expenses and other workflows.
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.
Other projects as assigned