Senior Administrative Assistant

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

The Senior Administrative Assistant will provide administrative support to physician Division Directors within the Brigham Obstetrics and Gynecology Group (BOGG) and the Brigham OB/GYN Family Planning Division. This position requires advanced administrative and project management skills, including but not limited to: Outlook calendar management and extensive knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Teams). The Senior Administrative Assistant will report to the Operations Supervisor and Physician Leadership daily.

The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Brigham Obstetrics and Gynecology Group and Family Planning Divisions.

 

Qualifications

•    Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
•    Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.
•    Types all correspondence, memoranda, reports, statistical analyses, minutes, etc.
•    Responsible for answering and screening incoming telephone calls and inquiries, taking appropriate messages and making proper referrals.
•    Coordinate calendars and meetings including calendars for assigned physicians, managing meeting invites, travel arrangements, refreshments, or events for department. 
•    Typing and disseminating meeting minutes as directed.
•    Perform transcription of dictate physician notes.
•    Work on projects, coordinate work, take initiative using all available resources, follow through 
on issues when needed, apply knowledge as appropriate with little direction from Supervisor. 
•    Work independently with the ability to create more advanced material. 
•    Assist with special projects as directed. 
•    Provide cross coverage as needed across Brigham OB/GYN Divisions.
•    Follow HIPAA guidelines for the management of patient privacy and confidentiality.

•    Supports family planning lecture series scheduling.
•    Other duties, as assigned.

•    Travel required between BWH Main Campus and offsite clinic

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 (Handling) Constantly (67-100%)

Fine Manipulatio