Administrative Coordinator

Mass General Brigham • Boston, MA

9h • $22 - $31 • Hybrid

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. MGB Anesthesiology As an Administrative Coordinator, you’ll play a key role in ensuring the smooth functioning of departmental operations for the Division of Obstetric Anesthesiology. Supporting leadership and coordinating cross-functional projects, your work will directly contribute to the success of our team and the experience of our stakeholders. Hybrid schedule after fully trained, with on-site days located at Brigham & Women's Hospital. Job Summary Summary Responsible for providing comprehensive administrative support and coordination to ensure the smooth operation of various business functions. Manages administrative tasks, manages departmental space, coordinates projects and programs, and serves as a point of contact for internal and external stakeholders.

Requirements

• High School Diploma required; College Education preferred.
• Administrative Support Experience 3-5 years required, and Leadership Level Support Experience 2-3 years required
• Proficient in using office productivity software such as word processing, spreadsheet, and presentation tools.
• Demonstrated professionalism, integrity, and the ability to handle confidential information with discretion.
• Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Strong problem-solving skills to resolve issues and make sound decisions independently.
• Strong written and verbal communication skills to effectively interact with individuals at all levels of the organization.
• Excellent organizational abilities to manage multiple tasks, prioritize work, and meet deadlines.

Responsibilities

• Provide high-level administrative support to individuals who may include senior-level management, clinical leadership, executives, or department heads, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Manages all aspects of departmental facilities and office space, including but not limited to: ordering equipment, software, and furniture, coordinating space moves/relocations, collaborating with hospital-based teams to respond to urgent facilities matters, and troubleshooting facilities issues as they arise.
• Assist in the planning, execution, and monitoring of departmental programs, ensuring that timelines and deliverables are met.
• Serve as a point of contact for internal and external stakeholders, including employees, clients, vendors, and partners.
• Organize and maintain files, records, and documents in both physical and electronic formats.
• Identify opportunities for streamlining administrative processes and implement effective solutions.
• Assist in the planning and execution of meetings, conferences.
• Track and reconcile expenses, process invoices, and ensure adherence to budgetary guidelines.
• Activities pertaining to the above may include multiple locations.
• Administrative Coordination for the AMC Division of Obstetric (OB) Anesthesiology, including:
• Administrative support for Division Chief and local Division Directors
• Coordination of staff meetings and other division meetings/events (scheduling, agendas, minutes)
• Reimbursements for division faculty; purchasing and check requests
• Annual career conference scheduling for OB faculty
• Ad hoc support
• Administrative support for BWH Chief CRNA and assistance with recruitment efforts
• CRICO Simulation course scheduling and coordination for all faculty
• HealthStream assignments for faculty
• Shared onsite responsibility for mail coordination and ordering supplies for faculty offices at BWH
• Provide relevant backup support for other divisions as needed
• Performs other related duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED