Administrative Assistant Senior

Site : Newton-Wellesley Hospital

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

Essential Functions

• 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

Qualifications

EducationHigh School Diploma or Equivalent required or Associates Degree Business Administration preferred or Associates Degree Related Field of Study preferredCan this role accept experience in lieu of a degreeNoLicenses and CredentialsExperienceExperience in an administrative role preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferredKnowledge Skills and Abilities- 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.

Additional Job Details (if applicable)

Physical Requirements

Remote Type

Onsite

Work Location

2014 Washington Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$19.42 - $27.74 / Hourly

Grade

At Mass General Brigham we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive and any offer extended will take into account your skills relevant experience if applicable education certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however it does not encompass all elements contributing to your total compensation addition to competitive base pay we offer comprehensive benefits career advancement opportunities differentials premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement :

Newton-Wellesley Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religious creed national origin sex age gender identity disability sexual orientation military service genetic information and / or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973 the Vietnam Veterans Readjustment Act of 1974 and Title I of the Americans with Disabilities Act of 1990 applicants who require accommodation in the job application process may contact Human Resources at .

Mass General Brigham Competency Framework

At Mass General Brigham our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance make hiring decisions identify development needs mobilize employees across our system and establish a strong talent pipeline.

Key Skills

Quicken,Time Management,Microsoft Office,Microsoft Outlook,Microsoft Word,Office Experience,Microsoft Powerpoint,Microsoft Excel,Sharepoint,Administrative Experience,Microsoft Outlook Calendar,Word Processing

Employment Type : Full-Time

Experience : years

Vacancy : 1

Hourly Salary Salary : 19 - 27