Brigham and Women's Hospital
This position provides high-level administrative and project support to the Division of Trauma and Acute Care Surgery at Mass General Brigham. The role serves two primary functions:
Provides direct administrative support to the Division Chief and Administrative Director.
Supports divisional operations, initiatives, and projects under the supervision of the Division leadership team.
The position requires exceptional organizational skills, judgment, and discretion. Key responsibilities include complex calendar and meeting management, coordination of projects and initiatives, travel arrangements, expense reconciliation, general executive support, and office management.
The ideal coordinator is a highly motivated individual who shows initiative, is goal-oriented, and possesses strong problem-solving and multi-tasking skills with the ability to work independently as well as collaboratively within a team.
Principal Duties and Responsibilities
Calendar & Meeting Facilitation : Plans, manages, and facilitates meetings, seminars, and conferences for the Division Chief, Administrative Director, and divisional leadership. Project Support : Provides project support on new and ongoing divisional initiatives, manages day-to-day operational aspects of assigned projects, and takes ownership of projects under the direction of the Division Chief and Administrative Director. Domestic and International Travel Coordination : Prepares and manages domestic and international travel arrangements for Division Chief. Expense Reporting : Monitors and reconciles Division Chief and Administrative Director's expenses, collects, organizes, and prepares information for submission of domestic and international travel and other reimbursements in compliance with hospital policies. Executive Support : Provides day-to-day executive-level support to the Division Chief and Administrative Director, answers, screens, and routes calls, responds to inquiries within scope of knowledge, and communicates effectively with Division, Departmental, and hospital leadership on behalf of the Division Chief and Administrative Director. Office Management : Oversees general office operations to ensure continued workflow, oversight of the division's weekly payroll, coordinates requests for facilities/engineering, IT, telephones, and other required services, and manages ordering of office supplies and ensures day-to-day operations are supported. Divisional & Other Duties : Attends team meetings and contributes in a positive, collaborative manner, supports Division initiatives as they are implemented, identifies opportunities for process and operational improvement, and performs other duties as assigned by Division leadership. Requirements
Bachelor's Degree in a Related Field of Study required, or experience in lieu of a degree. 1-2 years of project management or project support experience required. Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously. Basic financial/accounting skills. Strong oral and written communication skills. Physical Requirements
Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs 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%) The Brigham and Women's Hospital, Inc. 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 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.
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Calendar & Meeting Facilitation : Plans, manages, and facilitates meetings, seminars, and conferences for the Division Chief, Administrative Director, and divisional leadership. Project Support : Provides project support on new and ongoing divisional initiatives, manages day-to-day operational aspects of assigned projects, and takes ownership of projects under the direction of the Division Chief and Administrative Director. Domestic and International Travel Coordination : Prepares and manages domestic and international travel arrangements for Division Chief. Expense Reporting : Monitors and reconciles Division Chief and Administrative Director's expenses, collects, organizes, and prepares information for submission of domestic and international travel and other reimbursements in compliance with hospital policies. Executive Support : Provides day-to-day executive-level support to the Division Chief and Administrative Director, answers, screens, and routes calls, responds to inquiries within scope of knowledge, and communicates effectively with Division, Departmental, and hospital leadership on behalf of the Division Chief and Administrative Director. Office Management : Oversees general office operations to ensure continued workflow, oversight of the division's weekly payroll, coordinates requests for facilities/engineering, IT, telephones, and other required services, and manages ordering of office supplies and ensures day-to-day operations are supported. Divisional & Other Duties : Attends team meetings and contributes in a positive, collaborative manner, supports Division initiatives as they are implemented, identifies opportunities for process and operational improvement, and performs other duties as assigned by Division leadership. Requirements
Bachelor's Degree in a Related Field of Study required, or experience in lieu of a degree. 1-2 years of project management or project support experience required. Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously. Basic financial/accounting skills. Strong oral and written communication skills. Physical Requirements
Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs 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%) The Brigham and Women's Hospital, Inc. 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 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.
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