Occupational Health Office Coordinator

0100 Mass General Brigham Incorporated; Boston (MA); On-site; USD 28,000 - 39,000; Full time

Job summary

Mass General Brigham Incorporated's Occupational Health department is hiring an Office Coordinator Administrative Assistant to provide routine administrative and secretarial support under moderate supervision for a department or group. Responsibilities include scheduling, correspondence, spreadsheets, and meeting minutes.

The role is an intermediate-level support position in a busy healthcare setting, requiring strong organization, attention to detail, and the ability to manage multiple

Qualifications

• High school diploma or equivalent is required or a trade/technical/vocational diploma is acceptable.
• Administrative assistant or secretarial experience is not required? (as stated: 2-3 years required)

Responsibilities

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• Perform transcription and proofreading of literature; prepare department applications.
• Remain knowledgeable of business unit policies.
• May handle sensitive and confidential contacts.
• Complete routine tasks under moderate supervision.
• Perform other duties as assigned.
• Comply with policies and standards.

Skills

Microsoft Office Proficiency

Organizational skills

Calendar coordination

Verbal and written communication

Proofreading and editing

Interpersonal skills

Confidential information handling

Problem solving

Medical terminology familiarity

Education

High School Diploma or Equivalent

Trade/Technical/Vocational Diploma

Related field of study preferred

Tools

Microsoft Office

Job description

Site: Mass General Brigham Incorporated 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 Opportunity MGH Occupational Health department is a busy office and we are hiring! Gain experience in a large healthcare system and support our team. The Office Coordinator Administrative Assistant is vital to the team and specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department.

Responsibilities include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role.

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• Perform transcription and proofread and edit literature, prepare applications for department.
• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.
• Performs other duties as assigned
• Complies with all policies and standards

Why candidates succeed in this role: Successful candidates are highly organized, detail-oriented professionals who thrive in a collaborative environment, communicate effectively with diverse stakeholders, and excel at keeping executives, teams, and operations running smoothly.

Qualifications

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 Administrative Assistant or Secretarial Experience 2-3 years required

Skills for Success

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office technologies.
• Strong organizational and administrative skills with the ability to manage multiple priorities in a fast-paced environment.
• Experience coordinating complex calendars, scheduling meetings, and managing the time of multiple stakeholders.
• Excellent verbal and written communication skills with a strong attention to detail.
• Ability to proofread, edit, and produce professional correspondence and documents.
• Exceptional interpersonal skills with a customer-service mindset and the ability to build strong working relationships.
• Proficiency with standard office procedures and equipment, including scanning, printing, filing, and document management.
• Comfortable using multi-line phone systems and handling confidential information with professionalism and discretion.
• Strong problem-solving skills with the ability to anticipate needs and work independently.
• Familiarity with medical terminology and healthcare environments preferred.

Additional Job Details (if applicable)

• Working Model required Shifts: Onsite // 7am-3:30pm, 8:30am-5pm // Monday - Friday Site: 165 Cambridge Street, Boston MA -MGH.
• Remote Type Onsite Work Location 165 Cambridge Street Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America)
• Pay Range $19.81 - $28.30/Hourly Grade 3

At 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

0100 Mass General Brigham Incorporated 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.

Combat disease. Hold a hand. Help people. Impact the world.

Mass General Brigham is a passionate, welcoming community where minds meet caring hearts. Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Are you ready? Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world. Built on the legacy of two leading academic medical centers, we’re more than a system-we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community. We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system. We recognize that increasing value and continuously improving quality are essential to maintaining excellence.