Administrative Manager

Mass General Brigham•Boston, MA

3d•$70,990 - $103,230•Hybrid

About The Position

Mass General Brigham relies on a wide range of professionals to advance its mission of patient care, research, teaching, and community service. The Center for Disaster Medicine (CDM), housed within the MGB Department of Emergency Preparedness and Continuity, hosts grant-funded programs focused on Disaster Medicine, Healthcare Preparedness and Emergency Management, and High Consequence Infectious Diseases (HCID). The CDM team consists of interdisciplinary subject matter experts dedicated to developing preparedness programs and resources. The Administrative Manager will play a central role in supporting the CDM's day-to-day operations and long-term success by providing administrative, operational, and financial coordination across CDM’s funded programs. This includes support for grant-related activities, internal team projects, procurement, expense tracking, report development, office operations, and contributing to projects that advance CDM’s mission. This role is ideal for an organized administrative professional with strong coordination skills, sound judgment, and a proactive approach to supporting a fast-paced team, who is comfortable managing multiple priorities and improving processes.

Requirements

Demonstrated ability to lead and support administrative work in a team environment, including providing guidance, training, and day-to-day coordination.
Strong attention to detail and the ability to manage multiple priorities with accuracy and follow-through.
Excellent written, verbal, and interpersonal communication skills.
Ability to handle sensitive information with professionalism, discretion, and sound judgment.
Strong collaboration and relationship-building skills with the ability to work effectively across diverse teams and stakeholders.
Proficiency with Microsoft Office applications, especially Word, PowerPoint, Teams, Outlook, and Excel.
Strong problem-solving skills and the ability to identify practical solutions within established processes and guidelines.
Comfort with budgeting, expense tracking, or bookkeeping-related tasks.
Ability to learn new systems and software applications quickly, including platforms such as learning management systems.
Ability to work effectively in a dynamic environment where priorities may shift based on operational needs and/or emergencies.
Completion of ICS/NIMS 100, 200, 700, and 800 courses before or upon hire.
Bachelor’s Degree: Required
5-7 years experience in administrative management or office administration, preferably in a healthcare setting
2-3 years experience in a supervisory or leadership role

Nice To Haves

Master’s Degree: Preferred

Responsibilities

Lead procurement activities across CDM’s funded programs, ensuring teams have the supplies and services they need while maintaining compliance with Mass General Brigham and grant funding requirements.
Partner with program staff to source, order, and manage supplies and equipment that support day-to-day operations and emergency responses.
Collaborate with the grant administrator to track expenses, review financial reports, and help ensure accurate budget monitoring.
Identify and implement process improvements that make financial and procurement workflows more efficient, organized, and scalable.
Serve as a key point of contact for routine and moderately complex inquiries by mail, email, and phone, providing timely and professional support.
Coordinate with the CDM team to maintain and track supplies, technology, and equipment that support both routine operations and emergency response readiness.
Manage office supply needs and help ensure the office environment is organized, well-equipped, and ready to support a fast-paced team.
Coordinate projects to develop and maintain CDM’s public-facing presence, including website updates, promotional materials, reports, and social media content.
Design and maintain processes that keep internal and external program reports on schedule and contribute content when needed.
Manage the CDM shared email inbox, responding to inquiries directly or routing them to the appropriate team member to ensure timely follow-through.
Participate in key meetings, contribute ideas, and track follow-up actions to help move work forward.
Support onboarding and training for new staff by sharing guidance on CDM administrative processes and best practices.
Create and edit polished documents, spreadsheets, presentations, reports, meeting minutes, and correspondence.
Provide high-level administrative support across a range of operational and programmatic needs.
Takes on additional responsibilities as needed to support team priorities and organizational goals.