Senior Administrative Assistant, Neurology

Site: The Brigham and Womens Hospital Inc.

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. 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.

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.
- 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 timelines and ensure deadlines are met.

Qualifications

Education
High School Diploma or Equivalent required or Associates Degree Business Administration preferred or Associates Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree
No

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.

Additional Job Details (if applicable)

Department: Neurology Headache Fellowship Program Coordination

Schedule: Monday - Friday 8:30am - 5:00pm Hybrid

Benefits: Medical Dental Vision 403b retirement plan tuition reimbursement discounted MBTA pass & more!

In addition to the core responsibilities of the Senior Administrative Assistant position this role serves as the primary administrative coordinator for the Headache Fellowship Program and provides administrative support to Headache Division providers across multiple clinical sites.

Fellowship Program Administration

• Serve as the primary administrative liaison for the Headache Fellowship Program.
• Coordinate applicant communications and correspondence received through the American Headache Society (AHS) application process.
• Maintain applicant records supporting documentation interview schedules and recruitment materials.
• Coordinate and schedule fellowship applicant interviews with faculty fellows and leadership.
• Develop and distribute interview itineraries and supporting materials to applicants and interviewers.
• Track and manage letters of recommendation application requirements and recruitment timelines.
• In collaboration with the Practice Administrator coordinate onboarding activities for incoming fellows including access requests scheduling orientation materials business cards and other administrative needs.
• In collaboration with the Practice Administrator coordinate offboarding activities for graduating fellows including exit documentation and program-related requirements.
• Assist with planning and coordination of fellow graduation activities educational conferences and fellowship-related events.
• Maintain fellowship calendars and coordinate educational conferences didactics division meetings and other program activities.

Clinical Scheduling and Provider Support

• Build maintain and update fellow and provider schedules within Epic and other scheduling platforms as required.
• Assist with coordination of clinical rotations and schedules across Brigham and Womens Hospital Mass General Hospital and affiliated clinical locations.
• Collaborate with providers and administrative teams at 850 Boylston Street Brigham and Womens Hospital and Mass General Hospital to ensure appropriate scheduling and operational support.
• Assist with maintaining provider session counts clinic schedules and coverage calendars.

Administrative and Project Coordination

• Provide high-level administrative support to Headache Division providers and leadership.
• Create edit and maintain presentations educational materials reports and program communications.
• Support the development of provider fellowship and departmental materials using Canva Microsoft Office applications Google Workspace tools Dropbox Excel and other approved software platforms.
• Coordinate data tracking spreadsheets reports and program metrics related to fellowship and provider activities.
• Assist with special projects accreditation requirements educational initiatives and departmental events as assigned.

Technical Skills

• Advanced proficiency with Epic Microsoft Office Suite (Word Excel PowerPoint Outlook Teams) Canva Google Workspace (Docs Sheets Forms Drive) Dropbox and other administrative software applications.
• Ability to manage multiple priorities maintain confidential information and coordinate complex schedules across multiple providers locations and departments.
• Excellent organizational communication project management and customer service skills.

Remote Type

Hybrid

Work Location

1153 Centre Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$20.84 - $29.79/Hourly

Grade

4

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:

2200 The Brigham and Womens Hospital Inc. 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.

Required Experience:

Senior IC