Administrative Coordinator

Administrative Coordinator

An Administrative Coordinator at Mass General Brigham Anesthesiology will play a key role in ensuring the smooth functioning of departmental operations. From managing space and facilities to supporting leadership and coordinating cross-functional projects, your work will directly contribute to the success of our team and the experience of our stakeholders.

Hybrid schedule after fully trained, with on-site days located at Brigham & Women's Hospital.

Job Summary

Summary Responsible for providing comprehensive administrative support and coordination to ensure the smooth operation of various business functions. Manages administrative tasks, manages departmental space and facilities, coordinates projects and programs, and serves as a point of contact for internal and external stakeholders.

Essential Functions

• Provide high-level administrative support to individuals who may include senior-level management, clinical leadership, executives, or department heads, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Manages all aspects of departmental facilities and office space, including but not limited to : ordering equipment, software, and furniture, coordinating space moves / relocations, collaborating with hospital-based teams to respond to urgent facilities matters, and troubleshooting facilities issues as they arise.
• Assist in the planning, execution, and monitoring of departmental programs, ensuring that timelines and deliverables are met.
• Serve as a point of contact for internal and external stakeholders, including employees, clients, vendors, and partners.
• Organize and maintain files, records, and documents in both physical and electronic formats.
• Identify opportunities for streamlining administrative processes and implement effective solutions.
• Assist in the planning and execution of meetings, conferences.
• Track and reconcile expenses, process invoices, and ensure adherence to budgetary guidelines.
• Activities pertaining to the above may include multiple locations.
• This position is hybrid.

Qualifications

Education High School Diploma required; College Education preferred. Can this role accept experience in lieu of a degree? No Experience Administrative Support Experience 3-5 years required, and Leadership Level Support Experience 2-3 years required Knowledge, Skills and Abilities - Proficient in using office productivity software such as word processing, spreadsheet, and presentation tools. - Demonstrated professionalism, integrity, and the ability to handle confidential information with discretion. - Ability to adapt to changing priorities and work effectively in a dynamic environment. - Strong problem-solving skills to resolve issues and make sound decisions independently. - Strong written and verbal communication skills to effectively interact with individuals at all levels of the organization. - Excellent organizational abilities to manage multiple tasks, prioritize work, and meet deadlines.

Additional Job Details

Remote Type Hybrid Work Location 75 Francis Street Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $19.42 - $27.74 / Hourly Grade 4

EEO Statement

Brigham and Women's Physicians Organization, 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.