Administrative Assistant Senior

Site: The Brigham and Women's Hospital, Inc.

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

Summary
This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.

Does this position require Patient Care?
No

Essential Functions
-Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.

-Prepare, review, and edit reports, presentations, and other documents.

-Handle incoming and outgoing correspondence, including emails, letters, and phone calls.

-Organize and maintain office files, both electronic and physical.

-Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

-Arrange logistics for internal and external meetings, including room bookings and catering.

-Serve as the primary point of contact between executives and internal/external stakeholders.

-Draft and distribute memos, announcements, and other communications as directed.

-Oversee office supplies inventory, ordering, and distribution.

-Ensure office equipment is properly maintained and serviced.

-Coordinate with IT for technical support and equipment needs.

-Assist in the planning and execution of special projects and events.

-Monitor project time lines and ensure deadlines are met.

- Performs administrative duties to support departmental operations, clinicians, and patient care.

- Serves as an Epic Super User and supports provider scheduling and template management.

- Updates and distributes patient education materials, virtual visit instructions, practice-specific forms, brochures, and new patient packets as needed.

- Exercises independent judgment in managing special projects, prioritizing workload, and resolving operational issues.

- Provides backup support to call center and front desk staff as needed.

- Assists with training and onboarding administrative staff.

- Submits and follows up on engineering and facilities service requests.

- Monitors and manages billing work queues, including identifying and resolving insurance coverage issues before and after claim submission to support accurate and timely claims processing.

- Obtains and links referrals and authorizations and monitors contracted and non-contracted insurance coverage.

- Reviews and works to resolve claim denials and supports special billing-related projects.

- Manages the open encounter process, including monitoring outstanding encounters, following up with clinicians to facilitate timely closure, and escalating unresolved encounters as needed.

- Performs other duties as assigned.

Education
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience
Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred

Knowledge, Skills and Abilities
- Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to work independently with minimal supervision.
- Strong attention to detail and problem-solving skills.
- Familiarity with hospital administration processes and healthcare regulations.
- Professional demeanor and ability to interact effectively with all levels of staff.

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 50lbs

Carrying Occasionally (3-33%) 20lbs - 50lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Hybrid60 Fenwood Road40RegularDay (United States of America)

Pay Range

$20.84 - $29.79/Hourly

Grade

4At 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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.2200 The Brigham and Women's Hospital, Inc. 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