Administrative Assistant I Research Neurology K Lab

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.

 

New budgeted research role

 

Job Summary

Summary

Performs general secretarial or clerical duties related to administrative support to the PI and administrative staff under general supervision. This job requires excellent organizational skills.

Receive telephone calls and personal callers, handling inquiries independently or directing to another party. Receives incoming mail and email; answers routine correspondence. Maintains daily calendar and make appointments. Types letters, runs reports, maintains or assists in maintaining files and records. Other related items as required. This is an entry-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.
- Provides routine support such as: typing memos and letters, answering and transferring telephone calls, and taking and distributing messages, handling mail.
- 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.
Remain knowledgeable of business unit policies.
- May make contacts of a sensitive, complex, and confidential nature.
- May work for one or several department professionals, division heads, officers, or managers.
- Entry-level support role; performs routine tasks as directed and under close supervision.
- Complies with all policies and standards
- Other duties and special projects as assigned.

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

 

Qualifications

Education

High School Diploma or Equivalent required
Bachelor's degree strongly preferred

Can this role accept experience in lieu of a degree?

No

Experience
Administrative Assistant or Secretarial Experience 0-1 year preferred

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.

 

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

$17.36 - $23.80/