Occupational Health Office Coordinator

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

Job summary

Mass General Brigham is seeking an Office Coordinator Administrative Assistant to provide routine administrative and secretarial support under moderate supervision. The role supports an individual, group, or department within the Occupation Health unit at 165 Cambridge Street, Boston, and involves scheduling, travel coordination, meeting minutes, and payroll transcription.

Responsibilities include reporting, document creation, and handling confidential information with discretion.

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

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 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

Skills

Microsoft Office

Calendar management

Communication skills

Proofreading

Interpersonal skills

Confidential information handling

Document management

Multiline phone systems

Problem solving

Healthcare terminology familiarity

Education

High School Diploma or Equivalent

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 standard

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 multicall 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)

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.