Administrative Assistant II Research Neurology

Site: The Brigham and Womens Hospital 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

Summary

Specializes in providing administrative and secretarial support as directed and under moderate supervision for the PI and administrative staff. This job requires excellent organizational skills. Responsibilities may include coordination and scheduling supplies and equipment ordering meeting minutes correspondence Answer and transfer phone calls prepare spreadsheets and presentations. Manage schedules coordinate travel conference calls payroll and transcription. This is an intermediate-level support role.


Essential Functions

- Work closely with the PI and Program Director to manage very busy business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site including securing transportation room locations and catering as required. Will also organize trans-continental meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.
- Coordinate extensive domestic and international travel arrangements for the PI including flights hotel and ground transportation and associated visa paperwork.
- Process travel expenses and invoices. Track all invoice activity including generating purchase orders and following up on unpaid invoices.
- Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates arranging travel hotel and meal accommodations as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed. Coordinate catering for meetings and special events as required.
- Assist Program Director in preparing grants applications and progress reports.
- General administrative duties for laboratory members will include preparing FedEx shipments ordering office supplies maintaining computer hardware/software inventory including purchasing upgrades for both as required.
- Organize maintain and develop office files directories listings (may include grants manuscripts reprints of journal articles CVs biosketches photographs protocols office forms research information etc.) as necessary for the operation of the office.
- Serve as back up to the Program Director as well as other administrative team members as required.
- Keep the lab website updated.
- Other duties and special projects as assigned.
- Remain knowledgeable of business unit policies.
- May make contacts of a sensitive complex and confidential nature.
- Completes routine tasks under moderate supervision.
- Complies with all policies and standards
- Performs other duties as assigned

Does this position require Patient Care (indirect/direct)
No

Education.

- Bachelors degree

- Minimum 2 years of comparable level administrative support experience required

Can this role accept experience in lieu of a degree

No

Experience
Administrative Assistant or Secretarial Experience 2-3 years required

Knowledge Skills & Abilities

- Excellent organization communication and interpersonal skills a must

- Mature and professional manner discretion and confidentiality a must

- Good writing skills including knowledge of grammar as well as spelling and punctuation

- Ability to prioritize in order to meet deadlines

- Ability to carry out responsibilities accurately and independently

- Proficiency in Microsoft Office Software packages; Canva (or equivalent); basic website editing skills

- Proficiency with office procedures and equipment i.e. filing copying scanning printing and faxing

Onsite

60 Fenwood Road

40

Regular

Day (United States of America)

Pay Range

$18.22 - $26.06/Hourly

Grade

3

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 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.

The Brigham and Womens Hospital 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 Veterans 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 .

Mass General Brigham Competency Framework