Administrative Assistant Senior

Mass General Brigham•Boston, MA

2d•$21 - $30•Hybrid

About The Position

This position provides high-level administrative support to executive and management teams and helps ensure efficient office operations. Responsibilities include managing schedules, coordinating meetings and travel, handling correspondence, preparing documents, maintaining files, and supporting special projects. The role may also lead or assist with training junior administrative staff. The position supports departmental operations, clinicians, and patient care, including serving as an Epic Super User and assisting with provider scheduling and template management. It also handles patient-facing administrative materials, provides backup support to call center and front desk staff, coordinates facilities requests, and supports billing operations, referrals, authorizations, claims, and open encounter follow-up. This is a regular, 40-hour-per-week, day-shift role with a hybrid work arrangement at 60 Fenwood Road. Patient care is not required. The listed pay range is $20.84–$29.79 per hour.

Requirements

High school diploma or equivalent required.
Experience in an administrative role, preferably in a healthcare setting: 5–7 years required.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and 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.

Nice To Haves

Associate's degree in Business Administration preferred.
Associate's degree in a related field preferred.
Experience supporting senior-level staff: 1–2 years preferred.

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 electronic and physical office files.
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 and 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 planning and executing special projects and events.
Monitor project timelines and ensure deadlines are met.
Perform administrative duties supporting departmental operations, clinicians, and patient care.
Serve as an Epic Super User and support provider scheduling and template management.
Update and distribute patient education materials, virtual visit instructions, practice-specific forms, brochures, and new patient packets.
Use independent judgment to manage special projects, prioritize workload, and resolve operational issues.
Provide backup support to call center and front desk staff as needed.
Assist with training and onboarding administrative staff.
Submit and follow up on engineering and facilities service requests.
Monitor and manage billing work queues, identifying and resolving insurance coverage issues before and after claim submission.
Obtain and link referrals and authorizations and monitor contracted and non-contracted insurance coverage.
Review and work to resolve claim denials and support special billing-related projects.
Manage the open encounter process by monitoring outstanding encounters, following up with clinicians to facilitate timely closure, and escalating unresolved encounters as needed.
Perform other duties as assigned.