Administrative Coordinator

Mass General Brigham Administrative Coordinator

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.

This position is responsible for providing high-level administrative support to the executive and management 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.

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.
• 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.
• 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 the planning and execution of special projects and events.
• Monitor project time lines and ensure deadlines are met.

Qualifications

• Education: High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred
• Experience: Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred
• Knowledge, 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.

The Healey & AMG Center for ALS at Mass General unites the world's leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is comprised of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS. Clinical research is the only way to develop new therapies for the treatment of ALS, which is one of the strategic initiatives at the core of the Healey & AMG Center for ALS and the Neurological Clinical Research Institute (NCRI).

Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will act as the "information hub" for the Healey & AMG Center for ALS. The Administrative Coordinator will develop and assemble Healey & AMG Center information and effectively communicate with the research community. The coordinator is responsible for coordinating the planning, management, and implementation of special events and collaboration on marketing projects and communications initiatives, including collateral design, website, electronic communication, social media, etc.

The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and a willingness to participate in multiple activities and provide support by working with the team.

Principal Duties and Responsibilities

• Administrative:
• Maintains calendar and calendar items for Healey & AMG Center
• Schedules meetings, phone calls, and video conferences
• Organize, plan, and notify staff about meetings and appointments
• Use independent judgment in setting priorities and proposing alternatives to meetings
• Resolve conflicts and prioritize meetings by calling calendar issues to staff's attention in advance of the deadline
• Send out timely notification of scheduled meetings
• Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices
• Plan for meeting sites and nourishment as directed by MGH guidelines, Serves and attend to other details as directed
• Maintain daily appointment calendars for the Sr. Director and Co-Director of NCRI
• Arrange and schedule meetings, interviews, and appointments to include coordination with external organizations.
• Organizes, schedules, and reserves conference rooms for meetings.
• Send out timely notification of scheduled meetings; plan for meeting site, prepare agenda, set up/reserve A/V equipment for presentations, and coordinate with catering as needed.
• Collaborate with departmental leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies
• Serves on the Engagement Committee on behalf of Sr. Director of Healey & AMG Center and supports events as needed (expenses, approval forms, etc.)
• Provides administrative assistance for employment search committees
• Prepares and manages files and applications
• Arrange interviews
• Manages applicant communications
• Follows HMS institutional-level hiring guidelines, including but not limited to, applicant tracking and reporting
• Healey Center Philanthropy
• Manages appreciation letters to donors for all Neurology and Healey & AMG Center donations received for the departmental chair
• Arranges occasional in-person meetings with donors and supports on-site visits
• Assist with the training of new administrative staff members, including but not limited to:
• Reviewing MGB, MGH, and NCRI resources
• Reviewing job-specific MGB, MGH, and NCRI best practices
• Reviewing relevant internal and external software platforms and other resources
• Provides guidance around troubleshooting issues as they arise
• Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required
• Provide back-up coverage for the front desk as necessary. Cross-covers for other staff members for breaks, lunches, vacations, etc., and during variations in workflow as needed/requested (including staff support to the Director of Healey Center)
• Maintain updated physician CVs
• Assists with the renewal of annual physician memberships and medical licenses, as well as file management of the aforementioned documents
• Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with MGB purchasing policies and procedures. Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable in a timely and accurate manner.
• Maintains Healey & AMG Center Project and task lists, and related documents assigned.
• Manages Healey & AMG Center for ALS inbox, acting as operator for all incoming emails, directing them to the best ALS patient resources, or redirecting to departments/persons best suited to handle inquiries/financial invoicing, Pharmaceutical Applications for Platform Regimens, data requests, therapeutic studies, etc.
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, CVs, and other related documents at the highest level of proficiency.
• Organizes materials for presentations; retrieves articles from libraries or online sources as requested.
• Arranges for the needs of outside visitors as requested.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate people.
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
• Supports NCRI