Administrative Manager

About Us

Housed within the MGB Department of Emergency Preparedness and Continuity, the Center for Disaster Medicine (CDM) (https://(Use the "Apply for this Job" box below).) 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.

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.

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.

• 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.

• Coordinate 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.

• 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…