Department Secretary

Site: Brigham and Women's Faulkner 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

Provides 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

Onsite

Work Location

1153 Centre Street

Scheduled Weekly Hours

12

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$19.30 - $28.68/Hourly

Grade

SF1140

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:

2810 Brigham and Women's Faulkner 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

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.