Administrative Assistant II

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Summary

Mass General Brigham is a not‑for‑profit organization dedicated to patient care, research, teaching, and community service. The Administrative Assistant II position supports the Williams Syndrome Program of Excellence, located at the Lurie Center for Autism in Lexington, MA.

Key responsibilities include triaging, scheduling, and coordinating clinical services; providing travel resources for families; organizing program events; maintaining a patient database; managing the program website and communications; and providing executive‑level administrative representation.

Job Details

Location: 1 Maguire Road, Lexington, MA (Lurie Center for Autism)

Remote Type: Hybrid (3 days on‑site, 2 days hybrid after 90 days of training)

Hours: 30 hours per week (8 a.m. – 5 p.m., 6‑hour day) – Monday through Friday, with flexibility around annual conference and events.

Employee Type: Regular

Pay Range: $18.22 – $26.06 per hour

Qualifications Education

• High School Diploma or Equivalent (required)

Experience

• 2–4 years of general office work experience, preferably in healthcare.
• Experience managing complex scheduling and tracking systems.
• Prior experience working with families/patients with special needs (preferred).

Knowledge, Skills & Abilities

• Experience with families having special needs (preferred).
• Marketing material creation and website management (preferred).
• Fastidious attention to detail.
• Excellent interpersonal communication and customer service skills.
• Strong judgment, prioritization, and problem‑solving skills.
• Proficiency with Outlook, Microsoft Office (Word, Excel, PowerPoint, Teams), Zoom, and database programs.
• Effective collaboration across all staff and management levels.
• Ability to work independently and as part of a team.
• Excellent organizational skills.
• Experience with Epic electronic medical records and knowledge of medical insurance plans (preferred).
• Experience in a healthcare facility or rapid learning of medical terminology (preferred).
• Handling confidential information and knowledge of HIPAA policies.
• Compliance with all MGB policies and procedures.
• Proficiency with office equipment (filing, copying, scanning, printing, faxing).

Principal Duties and Responsibilities Patient‑Facing Support

• Act as the initial and ongoing point of contact for Williams Syndrome patients/families.
• Manage daily clinical schedules and appointments in Epic and related communications.
• Support patients with insurance coverage and self‑pay contracts.
• Manage filing and record organization, collating medical records and test results.
• Provide local travel resources for families.

Technology‑Related Responsibilities

• Maintain dataset of patients seen.
• Manage MGB WS website in collaboration with the website team.
• Assist with program projects as requested.
• Answer and triage Williams Syndrome mailbox inquiries.
• Create marketing content for the program's clinic.

Events‑Related Responsibilities

• Coordinate the annual WS conference.
• Draft and coordinate communications, including social media and web updates.
• Organize annual events and meetings, handling logistics and technology set‑up.
• Assist with agenda preparation, project scheduling, and presentation development.
• Coordinate speaker requests, staffing, and travel for events.
• Perform other duties or special projects as appropriate.

Administrative Support to Program Leadership

• Assist with leadership calendar management and visitor scheduling.
• Facilitate non‑clinical Zoom platform management.
• Interact independently with all levels of clinical and administrative management.

EEO Statement

The General Hospital Corporation 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. Reasonable accommodations will be provided as required.

Mass General Brigham Competency Framework

Our competency framework defines the behaviors essential for success at each job level, guiding performance evaluations, hiring decisions, development needs, and talent pipeline development.

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