Administrative Assistant II Research Neurology

Site: The Brigham and Women's 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

 

Qualifications

Education.

- Bachelor's 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
 

 

Additional Job Details (if applicable)

 

Remote Type

Onsite

 

Work Location

60 Fenwood Road

 

Scheduled Weekly Hours

40

 

Employee Type

Regular

 

Work Shift

Day (United States of America)

 

Pay Range

$18.22 - $26.06/Hourly

 

Grade