Administrative Assistant II

Site: The General Hospital Corporation

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 routine administrative and secretarial support as directed and under moderate supervision for an individual group or department. 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
Prepare reports meeting minutes and correspondence.

Create and edit documents spreadsheets and presentations.

Manage schedules arrange appointments and itineraries.

Coordinate meetings travel conference calls and complete expense reports.

Answer and transfer phone calls.

May perform transcription and proofread and edit literature prepare applications for department.

Remain knowledgeable of business unit policies.

May make contacts of a sensitive complex and confidential nature.

Completes routine tasks under moderate supervision.


Required for All Jobs
Performs other duties as assigned

Complies with all policies and standards

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

Education

High School Diploma or Equivalent required or
Trade/Technical/Vocational Diploma Related Field of Study preferred

Can this role accept experience in lieu of a degree No


Experience

administrative Assistant or Secretarial Experience 2-3 years required

Knowledge Skills & Abilities

Proficiency with office procedures and equipment i.e. filing copying scanning printing and faxing.
Proficiency in MS Office.
Ability to proofread and edit written documents.
Ability to use phone system.
Managing ones own time and the time of others.
Strong verbal & written communication skills.
Strong interpersonal written and oral skills.
Ability to use standard office equipment.
Familiarity with medical terminology.

The Neurological Clinical Research Institute (NCRI) develops designs supports and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing overseeing coordinating and conducting small and large multi-center international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Network of Excellence in ALS (NEALS) a non-profit research consortium committed to the cooperative implementation timely completion analysis and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

Under supervision of the Office Manager the Administrative Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects (e.g. electronic file organization shared drive organization formatting project documents general project communications/calendar). Daily responsibilities will include planning for face-to-face conferences virtual conferences and meetings scheduling team meetings and conference calls ordering supplies for the team and providing some research and network-related support as needed. The Administrative Assistant II will also provide all other duties or special projects that are unit-specific and are appropriate to the position.

The position requires a high degree of flexibility independence and willingness to participate in multiple activities and provide support by working with the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
General Administration
Organizes schedules and reserves conference rooms or virtual conference rooms for weekly team operations meetings
Supports planning and travel logistics of network-related meetings and conferences
Process NCRI reimbursements and non-employee reimbursements
Orders special equipment office supplies customized materials computer/software and accessories on an ad hoc basis
Coordinates types proofreads and edits letters memos meeting minutes reports manuscripts correspondence grant proposals protocols and other related documents at the highest level of proficiency
Assisting with administrative activities related to the governance committees of a trial including but not limited to the Executive Committee Patient Advisory Committee Design Committee Biomarker Committee and updating and maintaining conflict of interest forms and trackers
Planning attending and assisting with logistical activities for the project-related in-person hybrid and remote meetings.
Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for the smooth functioning of workflow
o Some files may include confidential material
Reviews mail (including email) answers when appropriate and/or forwards to appropriate persons
Maintains calendar items for the project
Troubleshoots routine/non-routine problems and takes measure to correct/handle issues

Project Coordination
Conducts literature searches and web searches and organizes findings
May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking staff training etc.)
Assists with manuscript/abstract/poster preparations and submissions for conferences including formatting references proofreading graphics slides and other tasks
Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
Maintains study distribution lists
Processing Platform binder requests

SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Knowledge of medical terminology or secretarial training a plus
Effective interpersonal communication organizational and problem-solving skills
Demonstrates attention to detail
Strong word processing skills (Microsoft Word).
Working knowledge of Microsoft Excel Access and PowerPoint
Ability to work independently as well as be a member of the team
Ability to prioritize work
Ability to take detailed meeting minutes
Good verbal and written communication

Hybrid

399 Revolution Drive

40

Regular

Day (United States of America)

Pay Range

$18.58 - $26.58/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.

1200 The General Hospital Corporation 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