Office Administrator

About Us

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development-and we recognize success at every step.

Our employees 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.

The Opportunity

The Mass General Brigham Executive Office Administrator will provide office support to ensure the effective day-to-day operations of the executive offices at the Prudential Center. This high-profile, outward-facing position requires keen judgment, efficiency and a good understanding of Mass General Brigham. The position also requires a high degree of organization and a proactive approach to identifying and overcoming challenges. There will be significant interaction with Mass General Brigham Leadership (including Trustees across the system), senior hospital leadership, and industry executives. The position will report to the Director of Administrative Services. The Office Administrator is a full-time (in-person) position supporting the executive office at the Prudential Center and is responsible for ensuring effective office operations, and providing oversight to the administrative needs of the 11th floor of the Pru. Key constituents include Chief of Staff and Chief Operating Officer to the CEO of Mass General Brigham.

Office Operations:

1. Coordinate day-to-day office activities and daily tasks associated with 11th floor of Pru.
2. Acts as the main reception resource and assigned workstation is the main reception desk.
3. Greet and assist guests and visitors.
4. Answer and triage incoming calls.
5. As needed, input visitors in security system.
6. Oversight of Meeting Requests EMS Room Reservation System and Prudential Administrative Services Email distro.
7. Key troubleshooting resource for conference room equipment. Escalate to PRU IS technician and Collaborative Media resources, as needed and responsible for tracking issues and resolution.
8. Act as a liaison to administrative support staff at the PRU and provide guidance and appropriate updates to the team on office information.
9. Serve as landlord-tenant point of contact for PRU11 issues related to parking, space improvements, work orders, tenant communications, etc. When appropriate, will raise to Director of Administrative Services for input/resolution.
10. Oversee standard office supplies; ensuring contracts are executed according to scope of service, reviewing and approving supply requisitions.
11. Manage equipment maintenance, including facilitating service agreements and ensuring the services are completed appropriately.
12. Responsible for maintaining Standard Office Procedures and Policies.
13. Administer ID badge process for PRU11, including the upkeep of security lists.
14. Manage file storage process.

Administration:

1. Assist leadership with administrative team training and orientation. At the direction of the Director of Administrative Services, will coordinate meetings with administrative staff to provide support and consistent direction for administrative issues or projects.
2. Maintains reporting of employee access for security, systems, shared folders, etc.
3. Coordinate with all organizational development / employee engagement programs at the direction of Mass General Brigham Chief of Staff or Director of Administrative Services.
4. Support Events and activities for the Prudential office including: FLU SHOTS, evening Board meetings, retirement parties.

Communication

1. Coordinate specific high priority or specialized office wide communications.

Assume additional responsibilities as assigned

1. Take on special projects and produce routine status reports when vital.
2. During office downtime periods, office administrator will be asked to take on ad hoc Finance transactional work or administrator back-up duties, as deemed necessary.

Qualifications

1. Bachelor Degree preferred.
2. 6+ years of related experience preferred, ideally in the administrative field / healthcare environment and/or experience supporting executive/senior management.
3. Exceptional customer service abilities, communication skills and ability to prioritize, multi-task and demonstrate commitment to a solutions focused mind set.

Budget Duties

Demonstrates fiscal responsibility by effectively using Mass General Brigham resources for supply ordering, event coordination and management of 3rd party vendors. Responsible for processing Prudential MGB office related invoices.

Skills For Success

1. Excellent interpersonal skills to deal effectively with senior management, staff and vendors.
2. Strong verbal and written communication skills.
3. Excellent organizational skills, problem solving skills, and a strong attention to detail.
4. Demonstrated ability to exercise discretion and maintain strict confidentiality.
5. Proficiency in A/V Equipment in conference rooms and ability to do first pass trouble shooting prior to escalation.
6. Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint.
7. Proficiency with office systems (IKON copiers, scanners, fax machines, ID software).
8. Demonstrated ability to work independently and accurately.
9. Maintain a proactive approach to work including team building and multi-tasking capabilities.

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-Boston-MGB 800 Boylston

Other Locations: MA-Somerville-MGB Assembly Row

Work Locations:

MGB 800 Boylston, 800 Boylston Street, Boston 02199

Job: Admin/Clerical/CustService-Other

Organization: Mass General Brigham

Schedule: Full-time

Standard Hours: 40

Shift: Day Job

Posted Shift Description: Onsite Prudential Center Boston, MA 8am - 4:30pm M-F

Employee Status: Regular

Recruiting Department: MGB Administration

Job Posting: Oct 11, 2024