Administrative Coordinator

2 weeks ago

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

**Administrative Coordinator**
- (3293417)

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
- Schedules meetings, phone calls, and video conferences
- Organize, plan and notify staff about meetings and appointments
- Use independent judgment in setting priorities and proposing alternatives to meetings
- Resolve conflicts and prioritize meetings by calling calendar issues to staff’s attention in advance of deadline
- Send out timely notification of scheduled meetings
- Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices
- 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
- Arrange and schedule meetings, interviews, and appointments to include coordination with external organizations.
- Organizes, schedules, and reserves conference rooms for meetings.
- 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
- Arrange board committee & review meeting
- Manages applicant communications
- ArrangesIndustry Educational Series meetings for Scholars with leading Pharmaceutical executives throughout program.
- Provides administrative support to ALS Finding a Cure
- Arrange meetings, conference space, and lodging for travel
- Coordinates social media communication
- 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
- Arranges interviews
- Manages applicant communications
- Follows HMS institutional-level hiring guidelines including but not limited to applicant tracking and reporting
- Provides administrative assistance for annual institutional awards
- Arrange board committee & review meeting
- Manages applicant communications
- Administers award payments to winners
- Works with vendors for the production and shipment of physically engraved award
- Healey Center Philanthropy
- Manages appreciation letters to donors for all Neurology and Healey & AMG Center donations received for departmental chair
- 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:

- Reviewing MGB, MGH, and NCRI resources
- Reviewing job-specific MGB, MGH, and NCRI best practices
- Reviewing relevant internal and external software platforms and other resources
- Gui

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