Manager, Administration, Office of the Chief Medical Officer

General Overview

Reporting to the VP of Enterprise Quality in the Office of the CMO, the Manager of Administration will support several aspects of administrative functions within the Office of the CMO. The Manager of Administration will provide support as an executive assistant including calendar management and coordinating other administrative logistics as needed for the Chief Medical Officer and the VP of Clinical Performance. At the direction of the VP of Enterprise Quality, the Manager of Administration will partner with other OCMO leaders at all levels to ensure the efficient and effective delivery of day-to-day operations and assist with managing administrative projects within OCMO, including the ongoing oversight and coordination of department deliverables. The Manager of Administration will also be responsible for recruitment and ongoing management of the OCMO administrative team, which will be responsible for supporting other various leaders in the OCMO such as Chiefs, Vice Presidents, Medical Directors, and Executive Directors.

Principal Duties and Responsibilities

Management

• Staff oversight of 5-10 administrative employees.
• Design an administrative coverage plan and associated tools to support a complex and growing department.
• Design and maintain standard administrative processes, guidelines, and workflows.
• Maintain equitable workloads for all administrative staff.
• Hire and manage administrative employees in a way that promotes a supportive, respectful environment that includes training, appropriate delegation, accountability, and growth opportunities.
• Meet regularly with administrative employees, including 1:1s and team meetings.
• Establish and create a positive team environment through leadership and mentoring.
• Train/mentor administrative employees and hold them accountable to following standard work policies.
• Document and track all information for each admin including mandatory vaccine compliance, performance issues, evaluations, praise, comments, and workloads, and facilitate annual reviews.
• Timekeeping responsibilities as the manager of a team.
• Meet regularly with OCMO leaders to establish and maintain ongoing communication, feedback, and follow-through between leaders and their administrative support.
• Provide and/or coordinate coverage for planned and unplanned team absences.
• Maintain an understanding of the priorities and strategic goals that OCMO leadership is charged with and stay up to date on all projects/initiatives supported by leadership.

Executive Administrative Support

• Provide complex calendar management to the Chief Medical Officer and VP of Clinical Performance, including the planning and timely notification of meetings and appointments.
• Use independent judgment and critical thinking in setting priorities and proposing alternatives to meetings.
• Collaborate with administrative staff across the system to book complex meetings and navigate competing priorities.
• Support Leadership with ensuring meetings scheduled meet negotiated deadlines, ensure adequate travel time in schedules when needed, communicate schedule changes in a timely manner and proactively identify calendar conflicts and work with fellow assistants to resolve.
• Assist with arranging travel as needed.
• Ensure meeting participants have accurate meeting logistics (location, directions, etc.).
• Arrange for conference room and technical support (i.e.: projector, teleconferencing services, AV support) and prepare materials (agendas and PowerPoint decks) as necessary.
• Assist in the preparation for new employee arrivals, including building access and IS equipment.
• Assist as requested in the creation and dissemination of communications to the department staff.
• Serve as the OCMO administrative point of contact for the MGB Executive Floor at the Prudential Center.
• Capable of providing administrative coverage for CMO’s direct reports team by learning the intricacies of each MDs calendar.
• Maintain credit card info, headshots, CVs, bios, and letterheads.
• Manage Zoom and MS Teams accounts.
• Submit expenses and sign documents on their behalf.
• Manage troubleshooting for all technical issues including Outlook, Zoom, and Teams on behalf of CMO.
• Other ad hoc administrative duties and projects as assigned.

Project Management

• Work with OCMO leaders to manage and/or coordinate department administrative projects while utilizing administrative direct reports to achieve deliverables.
• Manage various department contact lists and org charts.
• Coordinate and prepare meeting agendas, gather content, edit presentation decks, and track action items requiring follow-up on behalf of leadership.
• Coordinate event planning for department leadership and staff gatherings.
• Manage and maintain the OCMO online presence on Vitals.
• Manage and maintain the OCMO Department Teams page and various related resources and channels.
• Act as SFA department key giver with ability to train other administrative or department staff.
• Other project support duties as assigned.

• Home base is Assembly Row, must be able to reliably go onsite as needed, otherwise work will be performed in a hybrid setting.
• Use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Qualifications

• Minimum of 5 years experience with administrative support functions is required.
• Bachelor’s degree required, Master’s degree preferred.
• Experience in coordinating and facilitating large-scale meetings is required.
• Experience in coordinating complex scheduling responsibilities and projects is required.
• Experience in people management is preferred.
• Experience in relationship management at the Sr. Management or Executive level is preferred.
• Proficiency in the use of MS Office tools including Word, Excel, PowerPoint, and Teams is preferred.
• Proficiency in SharePoint is preferred.
• Experience within a healthcare environment preferred.
• A combination of experience and education may be substituted for requirements.

Skills, Abilities and Competencies

• Possess strong interpersonal skills to effectively communicate with cross-functional teams including staff at all levels of the organization.
• Professional demeanor, ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization.
• Ability to effectively conduct meetings, both formal and informal.
• Requires minimal direction from leadership and possesses the ability to learn quickly.
• Demonstrates team-oriented, collaborative nature and customer service attitude.
• Ability to work independently exercising good judgment, diplomacy, and discretion and maintain strict confidentiality.
• Ability to multi-task, prioritize and meet deadlines while working under pressure.
• Excellent written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Flexible, resourceful, and resilient.
• Adapts quickly and happily to changing conditions, uses resources and relationships to develop solutions.
• Extraordinarily organized with excellent attention to detail, follow through, and a proactive approach to problem-solving and prioritization.
• Ability to recognize when issues should be escalated.
• Must have knowledge of office administrative procedures, and knowledge of use and operation of standard office equipment.

EEO Statement

Mass General Brigham is an Equal Opportunity 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 the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.

Primary Location : MA-Somerville-MGB Assembly Row

Work Locations : MGB Assembly Row 399 Revolution Drive Somerville 02145

Job : Admin/Clerical/CustService-Management

Organization : Mass General Brigham

Schedule : Full-time

Standard Hours : 40

Shift : Day Job

Employee Status : Regular

Recruiting Department : MGB Office of the Chief Medical Officer

Job Posting : Oct 18, 2024