About this Department Secretary role at Mass General Brigham
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
SummaryProvides comprehensive administrative and secretarial support to the Nutrition and Food Services Department to promote the efficient, organized, and effective operation of department activities. Serves as a key administrative resource for department leadership and staff, coordinating communications, maintaining records, processing information, and supporting daily operational needs. Demonstrates professionalism, confidentiality, excellent customer service, attention to detail, and the ability to manage multiple priorities in a fast-paced hospital environment.
Essential Functions
Provides administrative and clerical support to the Nutrition and Food Services Department, including correspondence, scheduling, filing, data entry, document preparation, and maintenance of department records.
Serves as a primary point of contact for department staff, hospital departments, vendors, patients, visitors, and other internal and external customers; responds to questions and directs inquiries appropriately.
Supports department leadership with daily administrative operations, including meeting coordination, calendar management, preparation of reports and documents, and follow-up on departmental activities.
Maintains accurate and confidential personnel, payroll, scheduling, purchasing, and operational records in accordance with hospital and departmental policies.
Assists with timekeeping and payroll-related activities, including reviewing employee time records, identifying discrepancies, and coordinating corrections as appropriate.
Supports staffing and scheduling activities by maintaining schedules, communicating schedule changes, and assisting department leadership with staffing-related administrative needs.
Processes departmental purchasing requests, invoices, supply orders, and other administrative transactions; communicates with vendors and follows established purchasing procedures.
Enters, maintains, and retrieves information from hospital and departmental systems with a high degree of accuracy.
Prepares routine reports, spreadsheets, presentations, correspondence, and other materials to support department operations and leadership decision-making.
Maintains department files, policies, procedures, forms, and other documentation to ensure information is current, organized, and readily accessible.
Assists with onboarding and administrative coordination for new department employees, including preparation of paperwork, scheduling, communication, and other pre-employment or orientation activities.
Supports department compliance and quality initiatives by maintaining required documentation, tracking information, and assisting with audits or reporting as requested.
Coordinates communications between Nutrition and Food Services and other hospital departments to facilitate timely resolution of operational issues.
Assists with departmental meetings, including preparing agendas and materials, documenting information, and tracking follow-up items as needed.
Maintains confidentiality of employee, patient, financial, and departmental information in accordance with hospital policies and applicable regulations.
Identifies opportunities to improve administrative processes and proactively takes action to improve efficiency, accuracy, and customer service.
May provide administrative coverage and support for other areas within
Nutrition and Food Services as needed.
Performs other duties and responsibilities as assigned.
Qualifications
Schedule: 12 hours per week, which are flexible, but must include Mondays. For example: Monday, Wednesday, Friday 8am-12pm. Monday & Thursday 8am-2pm.
Education
High School Diploma or Equivalent required Associate's Degree preferred
Can this role accept experience in lieu of a degree?
Licenses and Credentials
Experience
Food & Nutrition: minimum of 1 year of healthcare or office experience required
Knowledge, Skills and Abilities
- Food & Nutrition: • Staff adheres to all C.A.R.E. Standards • Independent judgment required. • Strong decision-making skills are necessary. • Must be able to read and write in English. • Must be able to communicate in English. • Must be able to juggle multiple tasks in a fast-paced environment. • Must be able to use a calculator and make change. • Ability to pleasantly and effectively handle multiple phone lines and voice mail. • Must have basic computer skills in order to be able to use various computer programs/systems within the hospital. • Strong communication and interpersonal skills are required. • Must be able to follow lengthy, detailed instructions • Must be able to read standard size font of Diet Office meal-ordering software and Cafeteria POS software.
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$19.30 - $28.68/Hourly
Grade
SF1140
EEO Statement:
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.