Description

Wentworth-Douglass Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

• Provides administrative support to Chief Philanthropy Officer/VP Philanthropy and others as directed.
  • Prepares and distributes meeting notices/agendas.

• Staffs committee meetings as requested, transcribing (within 5 business days) and distributing meeting minutes within and outside the organization.

• Transcribes and/or composes executive level correspondence, such as letters, interdepartmental memoranda, minutes and other correspondence from administrator and others as directed.

• Prepares confidential reports, forms, questionnaires, surveys and communication responses to various external agencies as directed by protocol or administrators.
• Reconciles monthly expense reports for Chief Philanthropy Officer/VP for Philanthropy and others as directed.

• Utilizes administrative skills to ensure efficient functioning of the department.
  • In a detail-oriented manner, performs routine clerical functions including, but not limited to: electronic mailing, faxing, typing, filing, copying, collating, express mailing, processing of invoices/travel expenses, updating various committee membership lists, shredding and recycling.

• Greets visitors and responds to inquiries or refers individuals to appropriate department.

• Screens telephone callers and refers them to appropriate individuals.

• Maintains the department files and records (electronic and paper), conducting annual review/purge.

• Keeps the front office in an organized and professional manner.

• Provides primary and/or back up coverage for processing payroll.
  • Coordinates meetings, conferences, and schedules appointments for Administrator(s) and maintains appointments on electronic calendar.
  • Ensures Chief Philanthropy Officer/VP Philanthropy is informed of schedules, appointments and correspondence directed to them.
• Opens and sorts mail for the Administrator(s) and reviews with them on a regular basis; prioritizes mail during their absence.
• Routes Correspondence and facsimile documents in accordance with standard protocols and organizational needs.
• Reconciles monthly expense reports for Administrators as needed for travel and other reimbursement needs.
Manage monthly expense reports for Administrators as needed for personal reimbursement and other expenses.
• Coordinates office functions for the Office of Philanthropy/Foundation.
  • Coordinates office functions and reception area for Philanthropy. Acts as a host utilizing beverage area.
• Provides support, attends, and represents the department for meetings and events. This may include preparing materials, coordinating locations, meals, and other components contributing to departments and WDH events such as on-site staffing and event coordination.
• Manages and keeps current all department contracts and fundraising State licensure requirements for the Foundation.
• Maintains legal documents for the Foundation (OIG/GSA, Statements of Financial Interest – Committee Members).
• Maintains historical files, supplies, equipment and liaisons with technical support for the office.
• Coordinates print / production files for the department.
• Assist vendors and suppliers with purchase orders and invoice processes. Place orders and process invoices; track requisitions and payments; file by office accounting system.
• Manages invoices and office contracts for Philanthropy/Foundation.
• Receives and organizes invoices for payment processing through PeopleSoft eBuy, eCheck and PO requisitions.
• Reconciles monthly expense reports for Foundation utilizing "Vision" system application.

Qualifications

• Three years direct experience supporting an Executive in a mid to large size organization. Experience preparing committee meeting materials and managing calendars. Intermediate ability with Microsoft Office Suite. Direct experience providing a high level of customer service. Possesses strong verbal and written communication skills, high emotional intelligence and ability to work in a fast-paced environment.
• Experience Minimum Desired
• Five or more years direct experience supporting an Executive in a mid to large size organization. Experience preparing committee meeting materials. Intermediate ability with Microsoft Office Suite. Direct experience providing a high level of customer service. Possesses strong verbal and written communication skills, high emotional intelligence and ability to work in a fast-paced environment.
• Education Minimum Required
  • Associates Degree in Business, Liberal Arts or related field
• Education Preferred/Desired
  • Bachelors Degree in Marketing, Communications or Business
  • Competencies in coordinating day to day office functions.
• Training Preferred/Desired
  • Experience in processes and methods related to marketing, community relations and philanthropy.
  • Ability to work independently, set priorities, multi-task and provide outstanding customer service while meeting deadlines. Ability to maintain confidentiality and exercise discretion and sound judgment. Strong attention to detail.
• Special Skills Preferred/Desired
  • Ability to work independently, set priorities, multi-task and provide outstanding customer service while meeting deadlines. Ability to maintain confidentiality and exercise discretion and sound judgment. Strong attention to detail.

Wentworth-Douglass Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

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