Sr. Administrative Assistant CART RESEARCH NEUROLOGY
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Job Location:
Boston, NH - USA
Hourly Salary:
$ 20 - 29
Posted on:
11 hours ago
Vacancies:
1 Vacancy
Job Summary
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: This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules coordinating meetings handling correspondence and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.Does this position require Patient Care No
Essential Functions:
- Manage and maintain executive schedules including appointments meetings and travel arrangements.
- Prepare review and edit reports presentations and other documents.
- Handle incoming and outgoing correspondence including emails letters and phone calls.
- Organize and maintain office files both electronic and physical.
- Schedule coordinate and facilitate meetings including preparing agendas taking minutes and following up on action items.
- Arrange logistics for internal and external meetings including room bookings and catering.
- Serve as the primary point of contact between executives and internal/external stakeholders.
- Draft and distribute memos announcements and other communications as directed.
- Oversee office supplies inventory ordering and distribution.
- Ensure office equipment is properly maintained and serviced.
- Coordinate with IT for technical support and equipment needs.
- Assist in the planning and execution of special projects and events.
- Monitor project timelines and ensure deadlines are met.
Qualifications
Education
High School Diploma or Equivalent required or Associates Degree Business Administration preferred or Associates Degree Related Field of Study preferred
Experience
Experience in an administrative role preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred
Knowledge Skills and Abilities
- Proficient in Microsoft Office Suite (Word Excel Power point Outlook).
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to work independently with minimal supervision.
- Strong attention to detail and problem-solving skills.
- Familiarity with hospital administration processes and healthcare regulations.
- Professional demeanor and ability to interact effectively with all levels of staff.
Additional Job Details (if applicable)
This position provides administrative support toatwoclinical research teamsstudying aging and Alzheimers disease at Brigham and Womens Hospital and Massachusetts General Hospital.This position providesexecutiveadministrative support totwo labsofthe Center for Alzheimer Research and Treatment (CART)andHarvard Aging Brain Study.
The individual in this role willmaintaincomplex calendar and travel schedulesforboth PIs. He or she will collaborate with all members of thelabteams including research assistants coordinators post-doctoral fellows and junior faculty to build andmaintainthe highest possible standards of serviceefficiencyand excellence.He or she will also work closely with investigatorsandthefinance manageron the submission of research applications.This is an excellent opportunity for someone who wants to help the Center for Alzheimers Research and Treatment (CART)continue to growas a world-class clinical research group.
This position requireshighlevel of responsibility independent performance of duties with minimal supervision outstanding prioritization and time managementdetailed-oriented administrative supportandhigh standardsof quality and excellence.The candidate mustdemonstrateexpert coordination of multiple priorities excellent organizationalcommunicationand interpersonal skills.Requiresextensive knowledge of Macintosh/Apple computersand greatfacilitywithcommon office applications.
Preferred Duties:
- Responsible for theadministrativesupportof the research program. Thisincludespurchasingsupplies scheduling meetingsassistingmany investigators with their pre-award NIH grant submissions.This position will alsoassistinvestigators with annual progress reports to various funding agencies which will include managing a schedule for progress report due dates and deadlines for non-competing renewals/continuation applications.
- Works on projects coordinating work taking initiative using all available resources followingthrough onissues when needed applying knowledge asappropriate withlittledirection.
- Edits and drafts correspondence reports reviews grants and manuscripts via computer (Mac) using MS Word and other software.Assistswithreferences and assembly of bibliographiesusing electronic programs (usingEndNote and Papers).UpdatesMyNCBIBibliographies and ensures PMCID compliance.Makes editorial changes in materials including limited rewriting. Independently checks accuracy ofcontentby reference to a variety ofsources.Carefully proofreads correspondencemanuscriptsand grant applications.
- Coordinates all aspects of travel schedule forboth PIsina timelyfashion including itineraries lodging ground transportation registrations abstracts etc.Providesbackground information and materials to meeting organizers.Submits and tracks expense reimbursements. Maintains calendar anddisclosurefilesandpreparesdocumentation or background material for meetings.
- Meets with theProgramand FinanceManagers as neededto discuss and resolve programmatic issues across research projects and hospitals. Communicates staffissues andplans and implements office systemspoliciesand procedures.
- Assistswiththeprogramcoordination of Visiting Speakers FellowshipProgramsand the ExternalScientificAdvisoryBoardmembers foran NIHProgram Projectgrant.Responsible for preparing meeting agendasrecordingand transcribing meeting minutes andinitiatinghonoraria checks for ESAB members.
- Indirect oversight of12FTE research staff.
- Performs other duties as assigned.
Preferred Skills:
- Ability to work well independently or to carry out responsibilities accurately withminimalsupervisionusing discretion and judgement to complete work.Must be able to prioritizetasksaccording to and within established study protocols coordinate multiple tasks and meet deadlines.
- Ability toproblem solveand troubleshoot.Ability to analyze a situation anddeterminethe best course of action within established guidelines.
- High levelproficiencywith Macintosh/Apple computersand the ability to learn new software quicklyand troubleshoot technological problems.
- Good writingandexcellentproofreading skills including memo/letter composition superior knowledge of grammar as well as spelling and punctuation. Excellent attention to detail in correspondence and research materials is.
- Superb organizational skills to accomplish a variety of responsibilities and to establish and maintain efficient systems.
- Basic math knowledge with some knowledge of bookkeeping.
- Discretion confidentiality andexcellentinterpersonal skills to be able to interact with a variety of people in person via e-mailand on the telephone.
- Ability to workwellunder stress and within deadlines; clinical research isa very busyand demanding environment.
- Experience and facility with word-processing and computers with typing speed of 60-70 wpm.
- Advanced understanding and use of medical terminology.
- Experience in typing and referencing medical research manuscripts and grants preferred.
- Ideally seekingdynamicindividual whodesireshighlevel of administrative responsibility and wants to grow within a rapidly expanding cross-hospital program.
Preferred Qualifications:
- High levelproficiencyin a Macintosh environment w/ knowledge of MS Word PowerPoint ExcelAdobeandBibliography Software (EndNoteand Papers).
- Excellent typing and proof-reading skills.
- Ideally some knowledge of medical terminology and familiarity with medical records systems.
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$20.43 - $29.21/HourlyGrade
4EEO Statement:
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.
Required Experience:
Senior IC
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About Company
Patients at Mass General have access to a vast network of physicians, nearly all of whom are Harvard Medical School faculty and many of whom are leaders within their fields.
