Department Secretary

Mass General Brigham•Boston, MA

1d•$19 - $29•Onsite

About The Position

Provides comprehensive administrative and secretarial support to the Nutrition and Food Services Department to promote the efficient, organized, and effective operation of department activities. Serves as a key administrative resource for department leadership and staff, coordinating communications, maintaining records, processing information, and supporting daily operational needs. Demonstrates professionalism, confidentiality, excellent customer service, attention to detail, and the ability to manage multiple priorities in a fast-paced hospital environment.

Requirements

High School Diploma or Equivalent required
minimum of 1 year of healthcare or office experience required
Must be able to read and write in English.
Must be able to communicate in English.
Must be able to juggle multiple tasks in a fast-paced environment.
Must be able to use a calculator and make change.
Ability to pleasantly and effectively handle multiple phone lines and voice mail.
Must have basic computer skills in order to be able to use various computer programs/systems within the hospital.
Strong communication and interpersonal skills are required.
Must be able to follow lengthy, detailed instructions
Must be able to read standard size font of Diet Office meal-ordering software and Cafeteria POS software.

Nice To Haves

Associate's Degree preferred

Responsibilities

Provides administrative and clerical support to the Nutrition and Food Services Department, including correspondence, scheduling, filing, data entry, document preparation, and maintenance of department records.
Serves as a primary point of contact for department staff, hospital departments, vendors, patients, visitors, and other internal and external customers; responds to questions and directs inquiries appropriately.
Supports department leadership with daily administrative operations, including meeting coordination, calendar management, preparation of reports and documents, and follow-up on departmental activities.
Maintains accurate and confidential personnel, payroll, scheduling, purchasing, and operational records in accordance with hospital and departmental policies.
Assists with timekeeping and payroll-related activities, including reviewing employee time records, identifying discrepancies, and coordinating corrections as appropriate.
Supports staffing and scheduling activities by maintaining schedules, communicating schedule changes, and assisting department leadership with staffing-related administrative needs.
Processes departmental purchasing requests, invoices, supply orders, and other administrative transactions; communicates with vendors and follows established purchasing procedures.
Enters, maintains, and retrieves information from hospital and departmental systems with a high degree of accuracy.
Prepares routine reports, spreadsheets, presentations, correspondence, and other materials to support department operations and leadership decision-making.
Maintains department files, policies, procedures, forms, and other documentation to ensure information is current, organized, and readily accessible.
Assists with onboarding and administrative coordination for new department employees, including preparation of paperwork, scheduling, communication, and other pre-employment or orientation activities.
Supports department compliance and quality initiatives by maintaining required documentation, tracking information, and assisting with audits or reporting as requested.
Coordinates communications between Nutrition and Food Services and other hospital departments to facilitate timely resolution of operational issues.
Assists with departmental meetings, including preparing agendas and materials, documenting information, and tracking follow-up items as needed.
Maintains confidentiality of employee, patient, financial, and departmental information in accordance with hospital policies and applicable regulations.
Identifies opportunities to improve administrative processes and proactively takes action to improve efficiency, accuracy, and customer service.
May provide administrative coverage and support for other areas within Nutrition and Food Services as needed.
Performs other duties and responsibilities as assigned.