Base Administrative Coordinator

Position: Home Base Administrative Coordinator
Site:
The General Hospital Corporation

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.

Home Base, a Red Sox Foundation and Massachusetts General Hospital program, is dedicated to healing the invisible wounds - including post-traumatic stress, traumatic brain injury, anxiety, depression, co-occurring substance use disorder, family relationship challenges and other issues associated with Military service - for Veterans of all eras, Service Members, Military Families and Families of the Fallen through world-class clinical care, wellness, education, and research.

Reporting to the Senior Practice Manager, the Administrative Assistant, Senior, serves as a key member of the team that provides superior care and exceptional service to its patients. One critical dimension of this service focuses on higher level medical scheduling and templates, along with data reporting for the Home Base Outpatient Clinic. This individual would work collaboratively with administrative and clinical leadership to oversee day-to-day frontline operations and coordination of the clinic programs, ensuring that productivity and quality standards are met.

The Administrative Assistant, Senior will have the unique opportunity to work within a supportive team setting enabled by systems and technologies that will allow the employee to provide patient care and services at their highest levels. In addition, the Administrative Assistant, Senior will be responsible to assist in special projects when skillset and capacity allow, as deemed appropriate by the Senior Practice Manager.

Participates in administrative weekend on-call coverage for intensive programs.

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 Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials 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)

Physical Requirements Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 50lbs Carrying Occasionally (3-33%) 20lbs - 50lbs 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…