Staff Assistant III

Site: The General Hospital Corporation

 

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community.  We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

 

 

Job Summary

The Vincent Center for Reproductive Biology consists of basic and clinical scientists of the Ob/Gyn Department at MGH whose primary research emphasis includes infertility, aging and cancer as they pertain to the ovary and uterus. The Staff Assistant III performs duties of a responsible and discretionary nature to assist the Director of the VCRB, Sr. Administrative Manager, Faculty, Associate Faculty, and staff. The position serves as a resource to other VCRB employees at all levels and acts as liaison between VCRB and Department of Ob/Gyn Offices.

The Staff Assistant III works independently, receiving minimal supervision and guidance, and possesses 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 the Center staff. Additional duties include purchasing, accounts payable, and database management, and preparing documents needed for grant applications. Additionally, the Staff Assistant III will coordinate various HR functions for non-clinical, research personnel, including new hire coordination, visa requests for foreign nationals, and the onboarding of research non-employees across the department. Daily responsibilities will also encompass scheduling of administrative meetings, calendar management, coordinating activities with other departments and hospital leadership, and helping the Administration with department projects and initiatives. The candidate must have well-developed organizational and communication skills capable of working independently to produce consistent quality work with minimal supervision and guidance.

 

Qualifications

Principal Duties and Responsibilities

Office Coordination:

• Meets regularly with the Sr. Administrative Manager concerning daily assignments, long-term assignments, policies and procedures, assigned projects, supplies and equipment and related problems.

• Point of contact for all office equipment upgrades and renovations.

• Manages professional schedules, calendars, appointments, etc. of VCRB faculty.

• Assists VCRB Director with presentations to various entities, including the Vincent Board of Trustees, Vincent Club, national meetings and conferences etc.

• Assists the Sr. Administrative Manager and Principal Investigators in preparing presentation materials, reports, and mailings. 

• Maintains active lists of departmental and cross-departmental employees who have been granted access to our restricted floor.  Reviews the list regularly.

• Processes check requests for clinical research payments, employee business expense reports, and petty cash requests as needed.

• Assists with coordinating meetings related to development and management of the MGH GYN tissue bank

• Assists with coordinating meetings, preparing reports and certifications for clinical research fellowship program

• Books travel arrangements (flights, hotel reservations, meeting registrations) for Research faculty and staff after comparing costs, schedules, etc.

• Creates, updates, and maintains various confidential spreadsheets for purchase order tracking and other expense tracking on a monthly basis.  Cross checks expenses to the general ledger in Insight.

• Orders and sustains office supplies for VCRB.  Coordinates and accepts daily deliveries and for the center including lab orders. 

• Serves as liaison for the VCRB and the Ob/Gyn department. Requires travel to and from VCRB and Ob/Gyn offices to distribute and pick up communications as needed. Attends meetings as appr