Administrative Assistant I

Site: The Brigham and Women's 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 GENERAL SUMMARY/ OVERVIEW STATEMENT: The Division of Women’s Health is in the Department of Medicine (DOM) at the Brigham and Women’s Hospital. The Division works with faculty across all hospital divisions and departments to advance the knowledge and understanding of women’s health and sex differences in health and disease. building on its core mission of leading the field in state-of-the-art clinical care for women, the Division advances women’s health research, as well as education and advocacy to improve the health of women. Under the general direction and supervision of the Administrative Manager, the primary focus of the Administrative Assistant (AA) will be providing front line support for the Division and performing general administrative duties as assigned. They will require a high-degree of organization and the ability to prioritize assignments and will be expected to use a high-level of judgement and discretion in dealing with confidential and sensitive matters. This position is hybrid, with the expectation that the AA will be 4 days in person and 1 day remote, splitting in person time between both our MGB Assembly Row office and BWH Longwood office. Qualifications PRINCIPAL DUTIES AND RESPONSIBILITIES: General Administrative Duties: Act as point of contact for the Division – send out memos, surveys, notifications, and other communication as directed by Chief, Associate Chief and/or Administrative Director. Provides direct support to the Division Chief, Associate Chief and other senior faculty. This includes, but is not limited to: scheduling, travel arrangements, meeting and conferencing logistics, assisting with presentations, developing and maintaining filing systems, basic financial and supply chain responsibilities (purchasing supplies, processing reimbursements, journal submissions, setting up purchase orders, and paying vendors), NIH biosketch upkeep, assisting with referencing publications, journal submissions,. Provide formatting and copy-editing services to faculty and trainees as needed. Assist as needed with the scheduling and coordinating of faculty, senior leadership, and ad hoc division meetings. Assist with general office operations, such as back-up timekeeping, Beeline coverage, and submitting or logging financials, to ensure continued workflow as needed. Assist with Division event planning, logistics and coordination. Create and maintain Division specific Standard Operation Procedures (SOP) for administrative tasks. Assist faculty and staff in trouble-shooting issues related to computers, copiers, basic A/V support, printers. This does not require high-level IT/IS knowledge, but patience and the willingness to help if problems arise. Performs other faculty and trainee support services as assigned or requested. Perform other duties as required. QUALIFICATIONS: Baccalaureate degree preferred High proficiency with Microsoft Office programs SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Highly detail-oriented with the ability to keep track of details and an understanding and appreciation of time pressures. Outstanding, professional, appropriate and effective written and oral communication skills. Ability to effectively articulate and receive information in a clear, concise and timely manner. Accountability, professionalism and commitment to growth and development. Positive attitude with respectful, professional, and friendly customer service. Ability to multitask and switch priorities in a calm and efficient manner even under stressful situations. Highly organized and able to keep office operating smoothly with minimal supervision. Advanced computer skills. Additional Job Details (if applicable) Remote Type Hybrid Work Location 41-45 Avenue Louis Pasteur Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $17.71 - $24.28/Hourly Grade 2 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 package. In 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 Women's 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 Veteran’s 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 (857)-282-7642. 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.