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
SummarySpecializes in providing administrative and secretarial support as directed and under moderate supervision for the PI and administrative staff. This job requires excellent organizational skills. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role.
Essential Functions
- Work closely with the PI and Program Director to manage very busy business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize trans-continental meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.
- Coordinate extensive domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.
- Process travel expenses and invoices. Track all invoice activity, including generating purchase orders and following up on unpaid invoices.
- Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed. Coordinate catering for meetings and special events as required.
- Assist Program Director in preparing grants applications and progress reports.
- General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.
- Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.
- Serve as back up to the Program Director, as well as other administrative team members, as required.
- Keep the lab website updated.
- Other duties and special projects as assigned.
- Remain knowledgeable of business unit policies.
- May make contacts of a sensitive, complex, and confidential nature.
- Completes routine tasks under moderate supervision.
- Complies with all policies and standards
- Performs other duties as assigned
Does this position require Patient Care (indirect/direct)?
No
Qualifications
Education.
- Bachelor's degree
- Minimum 2 years of comparable level administrative support experience required
Can this role accept experience in lieu of a degree?
No
Experience
Administrative Assistant or Secretarial Experience 2-3 years required
Knowledge, Skills & Abilities
- Excellent organization, communication and interpersonal skills a must
- Mature and professional manner, discretion and confidentiality a must
- Good writing skills including knowledge of grammar as well as spelling and punctuation
- Ability to prioritize in order to meet deadlines
- Ability to carry out responsibilities accurately and independently
- Proficiency in Microsoft Office Software packages; Canva (or equivalent); basic website editing skills
- Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$18.22 - $26.06/HourlyGrade
3At 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:
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.
Top Skills
What We Do
Mass General Brigham is an integrated academic health care system, uniting great minds to solve the hardest problems in medicine for our communities and the world. Mass General Brigham connects a full continuum of care across a system of academic medical centers, community and specialty hospitals, a health insurance plan, physician networks, community health centers, home care, and long-term care services. Mass General Brigham is a nonprofit organization that is committed to patient care, research, teaching, and service to the community. In addition, Mass General Brigham is one of the nation’s leading biomedical research organizations and a principal teaching affiliate of Harvard Medical School.
