Administrative Manager

Administrative Manager for Center for Disaster Medicine

Housed within the MGB Department of Emergency Preparedness and Continuity, the Center for Disaster Medicine (CDM) 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.

About You:

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.

About the Work:
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,…