Senior Administrative Assistant, Pulmonary and Critical Care Medicine

Title: Senior Administrative Assistant, Pulmonary and Critical Care Medicine, Hybrid
Type: Hybrid

Location: Boston United States

Job Description:

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community.  We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.
 

Job Summary

Summary
Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. 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
Prepare reports, meeting minutes and correspondence.

Create and edit documents, spreadsheets and presentations.

Manage schedules, arrange appointments and itineraries.

Coordinate meetings, travel, conference calls, and complete expense reports.

Answer and transfer phone calls.

May perform transcription and proofread and edit literature, prepare applications for department.

Remain knowledgeable of business unit policies.

May make contacts of a sensitive, complex, and confidential nature.

Completes routine tasks under moderate supervision.


Required for All Jobs
Performs other duties as assigned

Complies with all policies and standards

Does this position require Patient Care (indirect/direct)? No

 

Qualifications

Education

High School Diploma or Equivalent required or

Trade/Technical/Vocational Diploma Related Field of Study preferred

Can this role accept experience in lieu of a degree? No


Experience

Administrative Assistant or Secretarial Experience, 3 years required

Knowledge, Skills & Abilities

Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.

Proficiency in MS Office.

Ability to proofread and edit written documents.

Ability to use phone system.

Managing one's own time and the time of others.

Strong verbal & written communication skills.

Strong interpersonal, written and oral skills.

Ability to use standard office equipment.

Familiarity with medical terminology.
 

Additional Job Details (if applicable)

Physical Requirements

Standing Occasionally (3-33%)
Walking Occasionally (3-33%)
Sitting Constantly (67-100%)
Lifting Occasionally (3-33%) 20lbs - 35lbs
Carrying Occasionally (3-33%) 20lbs - 35lbs
Pushing Rarely (Less than 2%)
Pulling Rarely (Less than 2%)
Climbing Rarely (Less than 2%)
Balancing Occasionally (3-33%)
Stooping Occasionally (3-33%)
Kneeling Rarely (Less than 2%)
Crouching Rarely (Less than 2%)
Crawling Rarely (Less than 2%)
Reaching Occasionally (3-33%)
Gross Manipulation (Handling) Constantly (67-100%)
Fine Manipulation (Fingering) Frequently (34-66%)
Feeling Constantly (67-100%)
Foot Use Rarely (Less than 2%)
Vision - Far Constantly (67-100%)
Vision - Near Constantly (67-100%)
Talking Constantly (67-100%)
Hearing Constantly (67-100%)

Under minimal supervision, and within established departmental and hospital policies and procedures, provide administrative support to the Director of the Asthma Research Center (ARC), and, when necessary, ARC research fellows and study coordinators.  Administrative responsibilities include organizing the Principal Investigator’s (PI) schedule, establishing and maintaining administrative systems, preparing correspondence, coordinating travel arrangements, prioritizing and handling email and phone contacts, including independent handling of such contacts and development of initial responses to such contacts, developing budgets, initiating and tracking reimbursements, tracking and handling publication references, assisting with grant submissions, and managing special projects.   This position requires the ability to problem solve independently and to manage and prioritize a variety of tasks simultaneously.  The successful candidate will exhibit excellent interpersonal skills, excellent oral and written communication skills, and careful attention to detail. 

PRINCIPLE DUTIES AND RESPONSIBILITIES

Coordinates the administrative activities for the Director of the ARC Responsibilities include managing correspondence, manuscripts, and grants, providing editorial assistance, proofreading, maintaining, and updating CV, and drafting correspondence on behalf of PI.  Additional responsibilities include preparing slides, arranging speaker’s schedules, obtaining materials for distribution for lectures, coordinating external speaker arrangements, etc. Maintain physician’s daily schedule and works with the Lung Center and ARC to coordinate physician’s activities including outpatient care responsibilities, triage phone calls, and minimize duplication of effort.

Serve as first point of contact for all incoming and outgoing communication, (specifically, high volume of email).  Responsible for screening, evaluating level of importance of communication, sorting, and flagging accordingly, for PIs attention.  Prepare and/or draft initial responses to email communication, track responses from contacts, and initiate reminders for materials/information critical to PIs decision-making process for multiple projects with minimal supervision.  Handles routine requests for information, meetings, etc., without supervision.

Serves as the administrative interface between the Director and ARC

Working closely with and acting as resource to Lab Manager, and Scientific Operations Manager (ARC) and ARC staff to assist with the administrative functions of the ARC. Initiate and track all accounts payable activity for the administrative office and ARC.  Communicate regularly with AP staff, and Research Administrator regarding any payment issues. Maintain ARC staff files including tracking time off requests and when needed completing payroll Attends ARC lab meetings – Develops minutes and action items and notifies staff of action items Manages special projects related to the administrative office of Principal Investigator, and administration of the ARC (e.g., streamlining processes and procedures in the ARC). 

Maintain complex schedule for Principal Investigator, initiating meetings, taking minutes, coordinating meeting logistics, including booking conference rooms, setting up virtual meeting space, coordinating with clinic staff to ensure clinic is adjusted accordingly, preparing meeting folders for each day, ensure meeting related materials are in meeting folders/Teams files; initiating reminders for meeting participants (larger groups).  Adjust schedule as necessary, requiring previewing two to three weeks in advance.

Administrative interface for PI’s duties as Director of the Pulmonary Function Laboratory

Coordinates meetings

Attends meetings, develops minutes and action items, and notifies individuals concerning action items and follow-up

Communicates via email, telephone, and in-person with professional and administrative staff of other hospitals, Harvard Medical School, medical societies, and private organizations to exchange routine factual as well as privileged information.

Initiate travel arrangements for PI and, when necessary, all ARC staff (ARC work requires significant travel) which includes air, ground, and hotel accommodations.  Maintain travel files for each trip and screens and submits reimbursements.