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Administrative Assistant

2 months ago

Boston, United States Complete Staffing Solutions Full time
Job DescriptionJob Description

Research Administrative Assistant

Type: Temp to Potential Perm (covering extended mat leave but possible perm due to changes in department)

Schedule: Monday - Friday 8:30am-5:00pm OR 9:00am - 5:30pm (30 min unpaid lunch)

Responsibilities:

  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
  • Responsible for scheduling meetings for individuals supported, including conference room scheduling.
  • May be responsible for very limited patient appointment scheduling/reconciliation.
  • Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
  • May assist with the onboarding and training of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
  • Responsible for ordering of supplies and ensures equipment is maintained
  • Answers phones and directs calls to appropriate parties.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area.
  • May be asked to cover for other administrative support staff during absences.
  • Perform duties related to other special projects as required.
  • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. As part of event planning responsibilities, the maintenance of Continual Medical Education (CME) information renewals and awareness of conflicts of interest is required. May also be responsible for coordinating departmental group meetings.
  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations and maintains biosketches and CVs.
  • Assists with grant applications and manuscript preparation (including proofreading and editing).
  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
  • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
  • Prepares monthly expense reports, performs P-Card reconciliations, processes requests for vendor payments and creates invoices.
  • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
  • May be responsible for website maintenance as needed.
  • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight

Requirements:

  • Bachelor's degree preferred
  • Minimum of 3-5 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • Excellent written and oral communication skills.
  • Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel.
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Must possess the ability to maintain confidentiality and pay attention to detail.
  • Excellent ability to organize, prioritize and follow-through.