Administrative Coordinator - Mass General Brigham : Job Details

Site: Massachusetts General Physicians Organization, Inc. Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Job Summary The Division of Neuropsychiatry and Interventional Psychiatry at Mass General Brigham and Harvard Medical School is a clinical neuroscience division that integrates research and innovation (basic, translational, and clinical), clinical care (TMS, ECT, Ketamine, and Neuropsychiatry clinical services), and training (clinical and research fellowships, residents, and graduate students). Receiving supervision from the Division Chief and the Senior Program/Project Manager, the Administrative Coordinator will provide operational, logistical, and administrative support to the research program and the Division Chief's office. This role will work closely with the Senior Program/Project Manager to support clinical trials/human research operations, grant administration, and laboratory infrastructure. The Administrative Coordinator will play a key role in ensuring smooth day-to-day operations of the Division's research program and supporting the Division Chief's leadership activities, offering an opportunity to gain broad exposure to academic research management. Qualifications Research Administration Support

• Assist with onboarding of new staff and trainees, including HR paperwork, compliance training, and system access.
• Coordinate with the MGB International Office to process visa applications and related documentation for international staff.
• Support grant submissions by preparing and uploading documents (biosketches, other support, certifications) in collaboration with research management teams.
• Maintain regulatory and compliance documentation, including IRB binders, training certifications, and study-related files.
• Track and remind staff of deadlines for IRB renewals, sponsor reports, and mandatory training.

Laboratory Operations & Logistics

• Manage laboratory equipment and resources, including maintenance contracts, ordering, and service coordination.
• Maintain lab inventory and supply ordering systems.
• Coordinate scheduling for lab meetings, trainings, and compliance activities.
• Help organize and support the use of standard operating procedures, training materials, and research tools, ensuring staff are trained and systems are maintained.
• Coordinate access to research equipment and space across projects and investigators, ensuring efficient use of shared resources.
• Assist with processing expense reimbursements, purchase orders, and related documentation in compliance with hospital policies.
• Support monitoring of timekeeping and effort reporting for research staff, in coordination with the Senior Program/Project Manager and central HR.
• Provide administrative support to division training programs, including clinical fellowships (e.g., Neuropsychiatry and Behavioral Neurology, Interventional Psychiatry and Neuromodulation), psychiatry residency rotations, and courses.
• Coordinate division-wide events, seminars, and meetings, including scheduling, logistics, catering, and communications.

Administrative Support for Division Chief's Office

• Provide calendar management, meeting scheduling, and travel coordination.
• Assist with preparing presentations, reports, and correspondence.
• Support external communications, including newsletters and outreach materials, in coordination with the Senior Program/Project Manager and MGB communications teams.
• Manage general administrative workflows to ensure the Division Chief's office runs efficiently.

Additional Job Details (if applicable) Required

• Bachelor's degree or equivalent combination of education and experience.
• Minimum 2 years of experience in administrative support, research support, or office management.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent communication and interpersonal skills; ability to interact with diverse faculty, staff, and trainees.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn institutional systems.

Preferred

• Experience in academic medical centers or research environments.
• Familiarity with HR onboarding, visas, or compliance tracking.
• Familiarity with clinical research terminology (e.g., IRB, protocols, informed consent) and basic understanding of human research compliance.

• Experience with research administration or HR systems (e.g., PeopleSoft, Kronos/UKG for timekeeping, Concur/Workday for reimbursements).
• Experience with REDCap or similar research tools
• Experience processing expense reimbursements, purchase orders, or invoices in a large institution.
• Familiarity with timekeeping or payroll systems.
• Experience organizing meetings, seminars, or training programs in an academic or healthcare setting.
• Strong skills in coordinating multi-stakeholder logistics (rooms, catering, schedules, communications).
• Interest in career development in research (academic or industry) or research administration.

Why Join Us?

• Opportunity to work in a leading academic research environment at Mass General Brigham.
• Play a critical role in supporting the research and administrative operations of a large, innovative laboratory.
• Gain exposure to human research operations, grants administration, and research infrastructure development.
• Collaborate with world-class faculty, staff, and research teams.
• Competitive compensation and benefits package, with opportunities for growth.

Remote Type Hybrid Work Location 149 Thirteenth Street Building 149 Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $20.43 - $29.21/Hourly Grade 4 At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, 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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package. EEO Statement: Massachusetts General Physicians Organization, Inc. 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. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-###-####. Mass General Brigham Competency Framework At Mass General Brigham, our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.