Office Coordinator Administrative Assistant

Mass General Brigham (Enterprise Services); Boston (MA); On-site; USD 26,174 - 38,572; Full time

Job summary

Mass General Brigham Incorporated is seeking an Office Coordinator Administrative Assistant to support the Occupational Health team at 165 Cambridge Street, Boston. This on-site role handles routine administrative tasks under moderate supervision and contributes to efficient office operations.

Responsibilities include scheduling, travel arrangements, preparing reports, editing documents, managing calendars, and handling confidential information with discretion.

Qualifications

• High School Diploma or Equivalent required.
• Administrative Assistant or Secretarial Experience 2-3 years required.
• Can this role accept experience in lieu of a degree? No.

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.

Skills

Communication

Organization

Calendar management

Phone etiquette

Documentation

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

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

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:

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-330pm, 830am-5pm M-F

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.