Administrative Assistant Senior

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

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 Northeast ALS Consortium (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 Senior Administrative Assistant will provide operational support to allow for the Project Management group to function smoothly on a day-to-day basis, along with direct supervision of administrative staff that support the Project Management team. In addition, this person will act as the assistant Office Manager in entering payroll (UKG) for NCRI employees, as well as manage operational aspects of meeting planning and execution. They will work independently, receiving minimal supervision, possess expert knowledge of office routine, machines, and information systems, as well as an understanding of the organization, programs and procedures related to the work of NCRI.

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

 

Qualifications

Provide administrative support for project management-related infrastructure activities related to the Healey Platform Trial, including:

• Supporting the NCRI leadership team as the liaison to the Healey & AMG Center administrative team
• Create communication and outreach plans that include newsletters, email materials, and press releases
• Oversee the governance of the trial, including but not limited to, Executive Committee, and updating and maintaining conflict of interest forms and trackers
• Planning, attending, and assisting with logistical activities for the Platform Trial Regional meetings.
• Coordinating any other in-person meetings between the leadership team and external vendors.

Assist with operational aspects of meeting planning (investigator/training meetings) to include:

• Planning, executing, and overseeing all financial aspects (i.e, staying within budget and managing travel reimbursements as needed).

Assist the Office Manager in developing training materials for administrative team members, and perform other related duties that arise

Provide direct administrative support to the Healey Platform Trial:

• General administrative support to the Platform Trial projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar)
• Planning for face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
• Operational support to the Healey Platform Trial’s weekly teleconferences, in-person meetings, and center webinars.

General Administration

• Maintains licenses throughout the department to include: Smartsheet, DocuSign, etc.
• Maintains calendar and calendar items for assigned projects.

• Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• 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 proficien