Senior Administrative Assistant

Job Summary

Join a dynamic team supporting the leadership of the Radiation Oncology Physics Division at Massachusetts General Hospital. This high-impact role offers a blend of executive support, program coordination, and communications. You'll manage calendars, organize meetings, and contribute to key initiatives like residency programs, awards, and events. Help elevate the division's visibility through internal communications and website updates, while ensuring smooth operations across recruitment, onboarding, and compliance.

Primary Responsibilities

• Provides high-level administrative support to the Physics Division's Vice Chair and Chiefs. May be asked to provide cross-coverage for other executive calendars in the department, as needed.
• Schedules and attends various enterprise-wide physics meetings, preparing agendas, presentations, and meeting minutes.
• Elevates and promotes the Radiation Oncology Physics Division at large, both within and outside of the department. This includes participating in the department's newsletter committee, tracking awards/honors/publications, and helping maintain the division's website.
• Monitors the Physics Division inbox and handles any necessary correspondence.
• Handles logistics for various Physics Division programs and events based at MGH, such as the Karen Doppke Award, the Medical Physics Lecture Series, and the Undergraduate Fellowship.
• Supports the Harvard Medical Physics Residency Program (HMPRP) with recruitment logistics, onboarding/orienting new residents at the start of the academic year, organizing HMPRP Executive Committee meetings, and various residency events such as the Kent Riley Lecture, graduation, and AAPM reception.
• Assists with recruitment, onboarding, and offboarding of the physics faculty and staff within the MGH network.
• Updates physics on-call directory and helps distribute/collect radiation badges for the MGH Main Campus.
• Assists with mail and package distribution and coordination related to physics operations.
• Process payments for and keep a record of physics division and residency expenses, ensuring compliance with MGB policy, with support from the Finance team.
• Orders items through the eBuy Marketplace, as needed.
• May be assigned additional tasks or projects by department leadership, as needed.

Qualifications

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.

Experience: Experience in an administrative role, preferably in a healthcare setting (5-7 years required). 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.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• 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.