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Administrative Coordinator

2 months ago

Cambridge, United States Massachusetts General Hospital(MGH) Full time

The Healey & AMG Center for ALS at Mass General unites the world’s leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is comprised of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS. Clinical research is the only way to develop new therapies for the treatment of ALS which is one of the strategic initiatives at the core of the Healey & AMG Center for ALS and the Neurological Clinical Research Institute (NCRI).

Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will act as the “information hub” for the Healey & AMG Center for ALS.  The Administrative Coordinator will develop and assemble Healey & AMG Center information and effectively communicate with the research community. The coordinator is responsible for coordinating the planning, management, and implementation of special events and collaboration on marketing projects and communications initiatives, including collateral design, website, electronic communication, social media, etc. The Administrative Coordinator will provide administrative support for ALS Finding a Cure (ALSFAC) including their Science Advisor Board and Executive Committee). 

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

 PRINCIPAL DUTIES AND RESPONSIBILITIES:

Relevant activities include, but are not limited to the following:

Administrative:

  • ·        Maintains calendar and calendar items for Healey & AMG Center

o   Schedules meetings, phone calls, and video conferences

o   Organize, plan and notify staff about meetings and appointments

o   Use independent judgment in setting priorities and proposing alternatives to meetings

o   Resolve conflicts and prioritize meetings by calling calendar issues to staff’s attention in advance of deadline

o   Send out timely notification of scheduled meetings

o   Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices

o   Plan for meeting sites and nourishment as directed by MGH guidelines and attend to other details as directed

  • ·        Maintain daily appointment calendars for the Sr. Director and Co-Director of NCRI

o   Arrange and schedule meetings, interviews, and appointments to include coordination with external organizations.

o   Organizes, schedules, and reserves conference rooms for meetings.

o   Send out timely notification of scheduled meetings; plan for meeting site, prepare agenda, set up/reserve A/V equipment for presentations, and coordinate with catering as needed.

  • ·        Collaborate with departmental leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies
  • ·        Provides administrative assistance for the annual ALS Scholars in Therapeutics award

o   Arrange board committee & review meeting

o   Manages applicant communications

o    Prepares and manages files and applications

o   ArrangesIndustry Educational Series meetings for Scholars with leading Pharmaceutical executives throughout program.

·        Provides administrative support to ALS Finding a Cure

o   Arrange meetings, conference space, and lodging for travel

o   Coordinates social media communication

o   On-site meeting support as needed

  • ·        Presides on the Engagement Committee on behalf of Sr.  Director of Healey & AMG Center and supports events as needed (expenses, approval forms, etc)
  • ·        Provides administrative assistance for employment search committees

o   Prepares and manages files and applications

o   Arranges interviews

o   Manages applicant communications

o   Follows HMS institutional-level hiring guidelines including but not limited to applicant tracking and reporting

  • ·        Provides administrative assistance for annual institutional awards

o   Arrange board committee & review meeting

o   Manages applicant communications

o    Prepares and manages files and applications

o   Administers award payments to winners

o   Works with vendors for the production and shipment of physically engraved award

  • ·        Healey Center Philanthropy

o   Manages appreciation letters to donors for all Neurology and Healey & AMG Center donations received for departmental chair

o   Arrange occasional in-person meetings with donors and support on-site visits                          

  • ·        Assist with the training of new administrative staff members including, but not limited to:

o   Reviewing MGB, MGH, and NCRI resources

o   Reviewing job-specific MGB, MGH, and NCRI best practices

o   Reviewing relevant internal and external software platforms and other resources

o   Guide troubleshooting issues as they arise

  • ·        Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required
  • ·        Provide backup coverage for the front desk as necessary. Cross-covers for other staff members for breaks, lunches, vacations, etc. and during variations in workflow as needed/requested (including staff support to the Director of Healey Center)
  • ·        Maintain updated physician CVs
  • ·        Assists with the renewal of annual physician memberships and medical licenses, as well as file management of aforementioned documents
  • ·        Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with MGB purchasing policies and procedures.  Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable timely and accurate.
  • ·        Maintains Healey & AMG Center Project and tasks lists, and related documents as assigned.
  • ·        Manages Healey & AMG Center for ALS inbox, acting as operator for all incoming emails directing them to the best ALS patient resources, or redirecting to departments/persons best suited to handle inquiries/financial invoicing, Pharmaceutical Applications for Platform Regimens, data requests, therapeutic studies, etc.
  • ·        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, CVs, and other related documents at the highest level of proficiency.
  • ·        Organizes materials for presentations; retrieves articles from libraries or online sources as requested.
  • Arrange for the needs of outside visitors as requested.
  • Prepares and processes purchase orders as needed; maintains an inventory of supplies
  • Performs photocopying, faxing, and filing as required.
  • ·        Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
  • ·        Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
  • ·        Supports NCRI Directors as needed

·        All other duties as assigned

Event and Meeting Coordination:

  • ·        Coordination of Healey and AMG Center-hosted events

o   These include in-person and virtual regular meetings, special seminars, committee meetings, an annual retreat, scientific symposiums, industry workshops, and various other activities.

o   Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining and audio-visual requirements, and arranging visitor schedules. The coordinator will research and negotiate with venues, hotels, and other vendors as needed.

o   Oversee all financial aspects (i.e., budget oversight, managing travel reimbursement, etc) in collaboration with the Sr Director of Healey & AMG Center, Grant Administrator, and Principal Investigators with the NCRI

§  Maintain financial records/documentation for reconciliation of “MyWallet” expenses

§  Obtain appropriate approval for events

§  Manage invoicing and post-event billing with venues

§  Ad hoc assistance with travel reimbursements for both NCRI employees and non-employee affiliates

o   Assisting with the development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc)

o   Managing on-site registration, audiovisual requirements/needs, and any venue or travel-related issues as they arise

o   Preparing, finalizing, and distributing meeting minutes to all attendees

  • ·        Responsible for maintaining current contact lists and reference materials

Communications:

  • Assists with communicating changes to website layout and design with Marketing
  • Provides communications support and expertise across the Healey & AMG Center using excellent writing skills
  • Maintains an electronic library of communications-related materials, including graphics, logos, templates, photos, and PowerPoint slides and presentations
  • ·        Provides videoconference support for all Healey & AMG Center activities and training for other administrative staff on use of equipment and services.
  • Monitors the Healey & AMG Center social media account(s)

SKILLS & COMPETENCIES:

·        A professional, creative, innovative college graduate with bachelor’s degree in science, business, communications, or related field

·        Excellent organizational, and oral and written communication skills required

·        Demonstrated ability to work independently and as part of a team

·        An outcome focused, self-starter experienced at working with fundraising, healthcare or non-for-profit entity

·        Event planning experience a must

·        Familiarity with social media: Facebook, Twitter, LinkedIn

·        Proficient with Microsoft Office, including Power Point, Excel, and Word. InDesign, Illustrator, Constant Contact experience a plus

·        Website design and management also a plus

·        Ability to work well under deadline

Massachusetts General Hospital is an Affirmative Action Employer.   By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

: MA-Boston-MGB 165 Cambridge

: 

MGB 165 Cambridge 

165 Cambridge Street 

 Boston 02114

: Administrative Support

: Massachusetts General Hospital(MGH)

: Full-time

Standard Hours: 40

: Day Job

: Regular

Recruiting Department: MGH Neurology Research

: Jun 6, 2024