Administrative Assistant - part time

McLean Hospital; Belmont (MA); On-site; USD 26,000 - 37,000; Part time

Job summary

McLean Hospital in Belmont, MA, is seeking an Administrative Assistant to support the men's LEADER Residential Program with 20 hours per week. You will create and manage counselor schedules, coordinate admissions and discharges, and assist with medication administrative oversight.

The role covers calendar and records management, work orders, and registration tasks, with attention to confidentiality and policy adherence, plus frontline contact handling and referrals to admissions as appropriate.

Qualifications

• High School Diploma or Equivalent required.
• 2–3 years administrative experience required.
• Experience with admissions or clinical coordination a plus but not required.

Responsibilities

• Create, maintain, and manage Community Residence Counselor schedules and coverage.
• Coordinate admissions/discharge processes and required steps.
• Provide coverage for clinical coordinator responsibilities as needed.
• Manage work orders related to program operations and facilities.
• Oversee medications administration documentation and policy adherence.
• Answer calls and direct referrals to admissions as appropriate.
• Maintain knowledge of program policies and confidentiality.

Skills

MS Office proficiency

Office procedures

Phone system

Time management

Verbal & written communication

Medical terminology familiarity

Education

High School Diploma or Equivalent

Tools

Electronic medical record software

Job description

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.

Site: The McLean 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.

Job Summary

Summary: The 20-hour a week Administrative Assistant position provides administrative support to the men's LEADER Residential Program and helps maintain smooth daily program operations.

The role is responsible for creating and managing Community Residence Counselor schedules, coordinating coverage, maintaining calendars and appointments, and supporting admissions/discharge processes and clinical coordinator responsibilities as needed.

The position also supports communication, records management, work orders, and medication-related administrative oversight while completing other related duties as required.

Patient Care Requirement

Yes

Essential Functions

• Create, maintain, and manage Community Residence Counselor schedules, including arranging coverage, updating schedules as needed, tracking staffing needs, and supporting day-to-day program operations.
• Provide administrative support, oversight, and coverage for admissions and discharge processes, including coordinating coverage, tracking required steps, supporting documentation, and helping ensure timely completion of admissions and discharge responsibilities.
• Provide coverage and administrative support for clinical coordinator responsibilities as needed to help maintain continuity of program operations.
• Manage and follow up on work orders related to program operations, facilities, and maintenance needs.
• Assist with administrative oversight of medications, DMH MAP policy implementation, medication orders, and pharmacy deliveries, in accordance with applicable program policies and procedures.
• Answer calls and respond to referrals; direct referrals to the admissions team as appropriate.
• Remain knowledgeable of applicable business and program policies.
• Make contacts of a sensitive, complex, and confidential nature as needed.
• Other duties as assigned

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

Licenses and Credentials

Experience

Administrative Assistant or Secretarial Experience 2-3 years required

Knowledge, Skills and 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.
• Proficiency with electronic medical record software
• 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%)

Remote Type

Onsite

Work Location

115 Mill Street

Scheduled Weekly Hours

20

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$18.58 - $26.58/Hourly

Grade

3At 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:

1600 The McLean Hospital Corporation 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.