We are actively seeking applicants with a start date of July 2024. 

Center Manager/Executive Assistant

The Massachusetts General Hospital Ammon-Pinizzotto Center for Women’s Mental Health (CWMH) provides clinical consultation and research regarding the course and treatment of psychiatric disorders during pregnancy and the postpartum period. The Center also treats women with premenstrual dysphoric disorder and menopause related mood and anxiety disorders. For more information about the clinical and research program, please visit our website at http://www.womensmentalhealth.org.

Reporting to and supporting the director, the Center Manager works with independence to manage the logistics and administration of a continually expanding clinical and research program. The position requires tremendous attention to detail and organization, substantial flexibility to meet challenges as they arise, and the ability to conduct internal and external communications in a highly professional manner. The Center Manager is the first point of contact for many who communicate with the Center and its Director; this individual must be professional, enthusiastic, accountable, and a cohesive influence within the Center.

Responsibilities include, but are not limited to:

1. Support to the Director (55%)
   1. Serves as principal administrative contact and liaison for internal and external constituencies including Departmental leadership, major industry collaborators, donors, scientific collaborators and colleagues, faculty, patients, and medical students.
   2. Liaises with MGH Development as Director is the Head of Development for the Department of Psychiatry.
   3. Supports the ongoing activity of the Philanthropy Education Unit within the MGH Clinical Research Program for which the director of the Ammon-Pinizzotto Center for Women’s Mental Health serves a leadership role.
   4. Manages a complex calendar and coordinates all meetings and conference calls.
   5. Reviews calendar and activities with the Director daily.
   6. Maintains CV, financial disclosures, NIH Biosketch, and NIH Other Support documents for Director and Assistant Director.
   7. Submits and tracks employee reimbursements and invoices for consulting agreements.
   8. Manages and negotiates sophisticated domestic and international travel arrangements including detailed agenda, complex expense reporting and reconciling travel with personal expenses for the Director.
   9. Performs comprehensive, routine administrative and clerical duties as needed.
   10. Performs patient scheduling responsibilities and coordinates medication refills and prior authorizations for 20-30 of the Director’s clinical patients.
       1. Liaises between patients, referring physicians, pharmacies, and insurance companies.
       2. Assists Outpatient Psychiatry in managing Director’s clinic schedule and patient contact.

1. Office Management (25%)
   1. Develops, implements, and administers Center office systems and procedures; manages in-office and electronic filing systems, office equipment, special mail and fax distributions, space allocation, etc.
   2. Serves as a resource for patients and staff:
      1. Triage phone calls and handle all situations accordingly. Position requires sensitive handling of patient and clinician calls and other communication from senior administrators in the Department of Psychiatry.
      2. Provide timely information/instructions to patients and/or staff regarding hospital procedures.
   3. Manages vendor agreements, submit purchase orders, and process check requests and faculty travel reimbursements.
   4. Performs invoicing and monthly budget reconciliations.
   5. Keeps current on MGB policies and compliance issues.
   6. Tracks and updates Principal Investigators’ medical licenses, INDs, DEAs, and certifications.
   7. Leads event coordination for a group of 30+ individuals.
      1. Orders food and services, creates reservations, acts as a point person for vendor(s), manages and tracks payments.

1. Personnel Responsibilities (20%)
   1. Acts as unit timekeeper and performs weekly payroll responsibilities.
   2. Creates and maintains office schedule to ensure faculty have private office space as needed.
   3. Maintains master calendar of staff time-off requests and holidays.
   4. Serves as a resource for new and departing faculty and staff.
      1. Supports the Center’s Director of Training with queries, interviews, onboarding, and training for research fellows and residents.
      2. Leads the recruitment and hiring process for program and research staff and non-employee; liaison with MGH Human Resources & Non-Employment Office.
      3. Supports the appointment process for clinical staff, liaison with Department of Psychiatry.
      4. Oversees offboarding activities and creates offboarding schedule.

Skills/Abilities/Competencies Required:

• Thrive in a busy work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests
• Function independently and work with only general direction from the director
• Make independent and effective decisions
• Excellent judgment and analytical skills to identify problems and develop solutions effectively
• Independently prioritize tasks and set deadlines
• Excellent organizational and time management skills
• Excellent interpersonal skills
• Ability to work well as a member of a team
• Handle sensitive and confidential issues

Currently, our group is made up of seven research coordinators, a program manager, biostatistician, psychologist, and eleven psychiatrists. Three of our faculty are principal investigators. The research team works closely with the study principal investigators and meets once a week as a group to review study progress and once a week to review clinical cases.

This is a full-time salaried position with a 9:00-5:30 workday and a ½ hour unpaid lunch. Our Center is in the Simches Research Building in a combined administrative and clinical space and all work is conducted on-site.

Note: Candidates would be expected to relocate to the Boston area for critical in-person job functions. Pending changes to the current remote work policy, job activities are expected to remain a hybrid of in-person and remote work. Currently, the hybrid model is four days on-site and one day remote.

Qualifications:

Bachelor’s degree required. Three or more previous years of administrative experience required.