Administrative Manager

Site: The General Hospital Corporation

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

About Us: Housed within the MGB Department of Emergency Preparedness and Continuity, the Center for Disaster Medicine (CDM) (https://www.massgeneral.org/disaster-medicine) hosts numerous grant-funded programs that focus on Disaster Medicine, Healthcare Preparedness and Emergency Management, and High Consequence Infectious Diseases (HCID). The CDM team is comprised of interdisciplinary subject matter experts, including national and international experts in their fields, leading the development of preparedness programs and resources to meet current and future healthcare challenges.

About You: You are a highly organized administrative professional who enjoys keeping complex work moving smoothly. You bring strong coordination skills, sound judgment, and a proactive approach to supporting a fast-paced team. You are comfortable managing multiple priorities, communicating with a wide range of stakeholders, and improving processes that help a team work more effectively. You are curious, adaptable, and excited by the opportunity to contribute to a mission-driven group that is strengthening healthcare preparedness.

About the Work: Under the direction of the CDM Director, the Administrative Manager plays a central role in supporting the Center for Disaster Medicine's day-to-day operations and long-term success. This position provides administrative, operational, and financial coordination across CDM's funded programs, including support for grant-related activities and internal team projects. The Administrative Manager will help lead procurement and expense tracking, support the development of reports and professional materials, coordinate office operations, and contribute to projects that advance CDM's mission. This is an excellent opportunity for someone who enjoys building efficient systems, supporting high-impact work, and serving as a trusted operational partner to a collaborative team.

Qualifications

Principal Duties and Responsibilities

Procurement and Financial Coordination

• Lead procurement activities across CDM's funded programs, ensuring teams have the supplies and services they need while maintaining compliance with Mass General Brigham and grant funding requirements.
• Partner with program staff to source, order, and manage supplies and equipment that support day-to-day operations and emergency responses.
• Collaborate with the grant administrator to track expenses, review financial reports, and help ensure accurate budget monitoring.
• Identify and implement process improvements that make financial and procurement workflows more efficient, organized, and scalable.

Office Operations and Support

• Serve as a key point of contact for routine and moderately complex inquiries by mail, email, and phone, providing timely and professional support.
• Coordinate with the CDM team to maintain and track supplies, technology, and equipment that support both routine operations and emergency response readiness.
• Manage office supply needs and help ensure the office environment is organized, well-equipped, and ready to support a fast-paced team.

Project Coordination

• Coordinate projects to develop and maintain CDM's public-facing presence, including website updates, promotional materials, reports, and social media content.

Administrative Leadership

• Design and maintain processes that keep internal and external program reports on schedule and contribute content when needed.
• Manage the CDM shared email inbox, responding to inquiries directly or routing them to the appropriate team member to ensure timely follow-through.
• Participate in key meetings, contribute ideas, and track follow-up actions to help move work forward.
• Support onboarding and training for new staff by sharing guidance on CDM administrative processes and best practices.
• Create and edit polished documents, spreadsheets, presentations, reports, meeting minutes, and correspondence.
• Provide high-level administrative support across a range of operational and programmatic needs.

Takes on additional responsibilities as needed to support team priorities and organizational goals.

Additional Job Details (if applicable)

Skills and Competencies Required

• Demonstrated ability to lead and support administrative work in a team environment, including providing guidance, training, and day-to-day coordination.
• Strong attention to detail and the ability to manage multiple priorities with accuracy and follow-through.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to handle sensitive information with professionalism, discretion, and sound judgment.
• Strong collaboration and relationship-building skills with the ability to work effectively across diverse teams and stakeholders.
• Proficiency with Microsoft Office applications, especially Word, PowerPoint, Teams, Outlook, and Excel.
• Strong problem-solving skills and the ability to identify practical solutions within established processes and guidelines.
• Comfort with budgeting, expense tracking, or bookkeeping-related tasks.
• Ability to learn new systems and software applications quickly, including platforms such as learning management systems.
• Ability to work effectively in a dynamic environment where priorities may shift based on operational needs and/or emergencies.
• Completion of ICS/NIMS 100, 200, 700, and 800 courses before or upon hire.

Qualifications

Education

Bachelor's Degree: Required

Master's Degree: Preferred

Experience

5-7 years experience in administrative management or office administration, preferably in a healthcare setting and 2-3 years experience in a supervisory or leadership role

Working Conditions

• This position will be hybrid in nature, and the incumbent will work with their supervisor to establish a final schedule; however, candidates should anticipate being on campus 3 days per week.
• May be required to travel to offsite facilities and to attend meetings outside of regularly scheduled hours, as needed.
• May be required to report to the hospital or offsite locations outside of normal business hours to respond to events that require emergency support.
• Occasional local or regional travel may be required.
• May be required to work extended shifts for multiple periods during emergency events.

Remote Type

Hybrid

Work Location

125 Nashua Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$70,990.40 - $103,230.40/Annual

Grade

7

At 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.

EEO Statement:

1200 The General Hospital Corporation 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

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.