Administrative Coordinator

MassachusettsGeneral Hospital is an Equal Opportunity Employer. By embracing diverseskills perspectives and ideas we choose to lead. Applicationsfromprotected veterans and individuals with disabilities are stronglyencouraged.

• Manage MD and DDs calendar and schedule meetings and assist in miscellaneous projects assigned 25 of time)
• Participate in administrative financial and management meetings to assist the MD and DD. Responsible for record keeping follow up on action items and distribution of minutes.
• Will be assigned to coordinate several internal Ragon programs and Committees such as Ragon Management Team Work in Progress Meeting Faculty Work in Progress Meetings Faculty Retreats Internal Ragon Travel and Scholarship awards.
• Ability to help with office coverage to include but not limited to answering multiple phone lines greeting visitors coordinate conference room teleconference and video conference reservations as well as presentations filing mail distribution and serve as back up support to Director and his assistant.
• Process electronic reimbursements invoices and vendor check requests

• Organize and coordinate various meetings/conference calls seminars and meetings as needed by the MD and DD.
• Copying and distributing materials as requested
• Manage Conference Plus Reconciliations and advance authorizations for special event requests.
  More specific duties would include:
• Coordinate and process catering orders as well as parking validation and taxi voucher distribution and ordering.
• Set up interviews with applicants and staff as needed

• Order track and provide overall coordination of computer software and equipment purchases and upgrades as well as encryption and VPN access of home and laptop computers (eBuy and Ergonomics)
• Enter purchase info into inventory database of equipment software and computer.
• Maintain and update calendars in Microsoft Outlook
• Schedule weekly and monthly meetings with both national and international colleages.
• Travel arrangements for out of town conferences and travel reimbursements
• Set up interview schedules (with DD and Post Docs) for visiting interview candidates
• Reserve conference lines for calls and distribute information to meeting participants via email/ Outlook invitation
• Update DD Finance spreadsheets
• Assist with planning for annual Scientific Advisory Boards

• Executivelevel interpersonal skills needed to interact with all levels of management to include but not limited to: senior level Harvard University administrators senior level NIH staff and other funding agency executive staff external executives ranging from hospitalbased to corporatebased radio/television hosts and other media staff
• Must have strong administrative communication problem solving and computer skills with a working knowledge of PCs and Mac platforms.
• Must be adept at working in a fast paced environment demanding strong organizational skills and ability to efficiently and reliability prioritize tasks.
• Ability to anticipate any problems or issues that may arise internal or external
• Ability to conduct/assist appropriately in difficult situations
• This is a highly confidential position and it is necessary to interact with all members of the Directors staff
• Must be highly motivated and able to proactively initiate projects with MD and DD guidance.
• Excellentcomputer skills in Microsoft Windows Word Excel PowerPoint and electronic communications tools: internet and email required;
• Demonstrated organizational skills required; proven problem solving and interpersonal skills with experience providing complex confidential administrative support in a highprofile environment w/ tact and diplomacy;
• Proven ability to work w/ multiple deadlines and multiple priorities required;
• Ability to work across a variety of projects and with diverse constituencies;
• Flexibility adaptability and ability to work in a changing environment required. Some evening and Weekend work related to special events and meetings maybe required;
• A cover letter resume and references required