Administrative Manager
About the role
The Center for Disaster Medicine (CDM) at the MGB Department of Emergency Preparedness and Continuity hosts numerous grant-funded programs focusing on Disaster Medicine, Healthcare Preparedness, and High Consequence Infectious Diseases (HCID). The Administrative Manager supports these programs by coordinating procurement, financial management, office operations, and project coordination.
Responsibilities
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.
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.
Cover projects to develop and maintain CDM’s public-facing presence, including website updates, promotional materials, reports, and social media content.
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.
Qualifications
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.
Skills and Competencies
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.
Benefits
At Mass General Brigham, 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.
Pay
$70,990.40 - $103,230.40/Annual
Schedule
Hybrid