Administrative Assistant I

Brigham and Women's Hospital; Boston (MA); On-site; USD 25,000 - 33,000; Full time

Job summary

The Brigham and Women's Hospital Administrative Assistant for the STRATUS Center supports the day-to-day operations of a Harvard Medical School affiliated medical simulation center. The role reports to the Senior Program Manager - Education and involves coordinating calendars, onboarding, and general office administration.

Key duties include maintaining directories, assisting in scheduling, supporting accreditation efforts, and tracking expenses.

Qualifications

• Front desk and call handling for STRATUS Center operations.
• Calendar management for courses, meetings, tours, and emails.
• Organize and maintain office information systems and directories.
• Assist Medical Director with scheduling and admin tasks.
• Support onboarding and offboarding processes.
• Maintain assets and front desk areas and monitor supplies.
• Assist with accreditation applications (SSH and others) and donations.
• Track center expenses with Administrative Director.

Responsibilities

• Coordinate with Education and Operation teams to schedule courses.
• Monitor Activity Intake Forms and triage as appropriate.
• Update curriculum and course development in Smartsheet.
• Maintain STRATUS course catalog and curriculum documentation in shared folders.
• Provide evaluation data to instructors and faculty upon request.
• Plan Education Team meetings: scheduling, minutes, and metrics.
• Support Moodle setup: course creation, user profiles, attendance data reconciliation.
• Assist with Arcade simulators: user accounts and orientation; badge access requests.
• Participate in Simulation Review and Curriculum in Development committees.
• Support daily administrative duties across the STRATUS Center.

Skills

Front desk & customer service

Calendar management

Office organization

Scheduling

Email communications

Onboarding/offboarding support

Accreditation support

Donations processing

Budget tracking

Tools

Smartsheet

Moodle

Job description

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 Administrative Assistant for the Neil and Elise Wallace STRATUS Center for Medical Simulation at Brigham and Women's Hospital supports the day-to-day operations of the Center. STRATUS is a multidisciplinary medical simulation center located at a Harvard Medical School affiliated teaching hospital, providing education, assessment, and research opportunities to a wide variety of users. In this role, the Administrative Assistant reports directly to the STRATUS Center's Senior Program Manager - Education.

Qualifications

General Center Support

• Demonstrate excellent customer service skills as the front desk and call receiver for the Center.
• Support and/or manage STRATUS Center calendar meetings and calendar access (including courses, meetings, tours, etc.), and general STRATUS email communications.

• Support organization of office information systems, both paper-based and electronically via shared file spaces, including the collection and storage of video recording permission form.
• Maintain and update computer and staff directories as described in the STRATUS Administrative Policies and Procedures Manual.
• Support the Medical Director with scheduling and other administrative tasks, as needed.
• Assist in staff onboarding and offboarding as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain computer, laptop and printer assets as described in the STRATUS Administrative Policies and Procedures Manual.
• Maintain front desk/reception area, conference rooms and kitchen area appearance and organization, including ensuring cleanliness, supply monitoring and restocking, etc.
• Track general office supply needs, notifying the Program Coordinator when items need to be ordered.
• Assist other members of the team with general administrative duties (i.e. printing, laminating, label-making, sign creation, etc.).
• Support accreditation applications for the Society of Simulation in Healthcare (SSH) and others as necessary.
• Assist with receiving donations.
• Assist the Administrative Director in tracking Center financial expenses.
• Other duties as needed.

Education Team Support

• Coordinate with Education Team and Operation Team members and internal/external instructors and faculty to schedule courses.
• Monitor Activity Intake Forms and triage as appropriate.
• Update/track course development in Curriculum in Development Smartsheet.
• Maintain course catalog/all curriculum documentation in STRATUS shared folders, including updating calendar appointments with appropriate curriculum.
• Provide evaluation and participation data to instructors/faculty upon request.
• Support the Education Team Meeting, including:
  • scheduling; agenda preparation; taking, distributing and filing meeting minutes.
  • collecting, maintaining, and updating monthly educational metrics
  • managing and maintaining year-to-date educational metrics
• Participate in the implementation and maintenance of the STRATUS Moodle system, including:
  • Moodle course creation.
  • day-to-day kiosk and user profile management, including supporting learners' system needs and troubleshooting associated problems.
  • reconciling attendance data as needed.
  • sending profile creation emails to course contacts one week prior to course run date.

• Support the use of the Arcade's computer-based simulators including creation, management of user accounts for this equipment and providing general orientation to new learners
  • Provide and submit badge access request forms for Arcade access.
• Support and participate in the Simulation Review Committee.
• Support the Curriculum in Development Committee.

Additional Job Details (if applicable)

Remote Type

Onsite

Work Location

10 Vining Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$17.71 - $24.28/Hourly

Grade

2At 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.

EEO Statement

2200 The Brigham and Women's Hospital, 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 at (857)-282-7642.

Mass General Brigham Competency Framework

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.