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Administrative Coordinator

4 months ago

Boston, Massachusetts, United States Massachusetts General Hospital Full time
The Administrative Assistant, under general supervision of the Senior Administrative Manager and Unit Chief, and according to established policies and procedures, provides day-to-day administrative support for the Neuroendocrine Unit Research Office consisting of clinical and basic science researchers and additional staff members, including responsibility for smooth functioning of the administrative office. The Assistant must be skilled at multi-tasking and working in a team-oriented environment with strong communication skills.

Duties include but not limited to:
  • Provide direct administrative support to all faculty, Unit Chief and Senior Administrative Manager
  • Manages the Unit Chief's calendar, including scheduling of meetings and appointments.
  • Meets regularly with the Unit Chief and Senior Administrator Manager concerning ongoing assignments and to establish office policies and procedures; ensures that the Director is informed regarding schedule of appointments, project progress, etc.
  • Completes special projects as they arise.
  • Updates Curriculum Vitaes when requested by faculty.
  • Draft/format letters
  • Manage any Unit announcements/emails.
  • Schedules annual career conferences between the unit chief and each faculty member within the unit; ensures appropriate forms are completed and submitted to the Senior Administrative Manager
  • Manage conference room scheduling.
  • Answer phones and direct calls appropriately, when needed.
  • Manage mail pick up/drop off procedures. Assist in the preparation of outgoing mail/packages, including FedEx shipments.
  • Pick up T passes monthly and distribute.
  • Manage Journal Club and Clinical Conference process.
  • Maintain personnel databases (adding new employees and deleting those who leave)
  • Coordinate events, including catering, space bookings, AV support, etc.
  • Coordinate arrangements for guest speakers to the unit, including Endocrine Grand Rounds and annual Zervas Lecture. Arrange accommodations, schedule meetings with faculty, plan dinners, order lunches, arrange reimbursement of expenses and request honoraria.
  • Submit external travel expenses, when requested.

• Assists with grant proposal preparation as assigned by Senior Administrative manager. Assists with gathering administrative documents from all personnel included on the proposal as assigned.

• Cover for Office Manager when absent
  • Requires discretion and judgment to organize priorities and complete tasks.
  • Ability to handle multiple tasks and work well under pressure of deadlines.
  • Excellent oral and written communication skills.
  • Exceptional organizational and interpersonal/communication skills.
  • Ability to work independently and to prioritize and problem solve. Integrity, discretion, and respect for confidential information is essential.
  • Word processing skills and knowledge of spreadsheet and database systems. Proficiency with Microsoft Office suite (e.g. Excel, Word, PowerPoint).
Ability and willingness to take initiative.

Experience:

Administrative/secretarial experience in a healthcare research setting preferred.

Education:

Associates degree/Bachelors' Degree in business administration, health care administration, or related field is required.

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.