Administrative Assistant Senior

Mass General Brigham; Massachusetts; Remote; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to provide vital support to the Department of Radiology. This role involves coordinating visa processes, supporting HR functions, and ensuring compliance with various regulations. Ideal candidates will possess strong organizational and communication skills, along with the ability to manage multiple projects in a fast-paced environment. If you thrive in a diverse and inclusive workplace and are ready to contribute to impactful healthcare initiatives, this opportunity is for you.

Qualifications

• Strong organizational, administrative, and time management skills required.
• Ability to handle sensitive information with discretion.

Responsibilities

• Coordinate visa requests and manage compliance for research personnel.
• Support HR tasks and maintain standard operating procedures.

Skills

Organizational Skills

Time Management

Communication Skills

Problem Solving

Confidentiality

Negotiation Skills

Flexibility

Tools

Microsoft Office

Workday

Job description

Administrative Assistant Senior page is loaded

Administrative Assistant Senior

Apply remote type Remote locations Conversion Only - Massachusetts time type Full time posted on Posted 3 Days Ago job requisition id RQ4016269 Site: Massachusetts General Physicians Organization, Inc.

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

Job Summary

Reporting to the Senior Administrative Manager, the Staff Assistant III (Senior Administrative Assistant) will offer comprehensive support to the Department of Radiology. Key responsibilities encompass:

1. Facilitation of the visa process for research personnel
2. Serving as the department liaison with the Global Professionals and Scholars (GPS) Office for the Department of Radiology

Qualifications

The Staff Assistant III or Senior Administrative Assistant will be involved in a wide variety of projects that will require flexibility and adaptability.

The day-to-day operational work includes:

Visas

• Coordinate new Radiology Research visa requests including visa extensions, departures and transfers
• Develop a business process to ensure visas are managed prior to expiring for research personnel
• Act as department liaison with the Global Professionals and Scholars (GPS) Office for the Department of Radiology

Human Resources

• Maintain compliance within Radiology Research
• Support the HR department as needed, assisting with various tasks and projects
• Create and maintain standard operating procedures

General

• Handle purchasing, manage and complete invoice payments, reimbursements, and other payment
• Maintain familiarity with all applicable MGB guidelines
• Assist with other tasks as needed

Other duties would include but are not limited to:

• Familiarity with the procedures and processes of MGH administration, professional inter-office and intra-office interactions.
• Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
• Ability to exercise sound and timely judgment and maintain confidentiality of sensitive information.
• The position requires working both independently and as a member of a team with a strong sense of urgency and initiative.
• Familiarity with Hospital, State and Federal regulatory requirements, including hospital policies and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (Joint Commission), and Health Insurance Portability and Accountability Act of 1996 (HIPAA); the Fair Labor Act; FMLA and VISA requirements.
• Experience coordinating training activities, meetings and events desired.
• Must possess strong organizational, administrative and time management skills.
• Must have the ability to work under pressure in a deadline-oriented environment and have the ability to manage multiple concurrent projects.
• Must be a clear and effective communicator.
• Must have the ability to use initiative and judgment to independently problem solve and prioritize.
• Must have the ability to work independently, but also as a strong team player when needed.
• Demonstrated ability to be organized, and flexible in an environment which requires continuous monitoring of priorities.
• Exceptional attention to detail and confidentiality.
• Skill in negotiation and diplomacy with diverse organization members.
• Knowledge of Workday preferred.
• Demonstrated proficiency in Microsoft Office, Word, Excel, Power Point applications.

Additional Job Details (if applicable)

*FULLY REMOTE*

PLEASE ONLY APPLY IF YOU MEET THE QUALIFICATIONS

Remote Type

Remote

Work Location

123 Main Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

Massachusetts General Physicians Organization, Inc. is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

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.