Staff Assistant II

2 weeks ago

Boston, United States Massachusetts General Hospital(MGH) Full time
GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Mass General Institute for Neurodegenerative Disease (MIND) is committed to finding treatments and cures to improve the lives of patients with neurodegenerative disorders including Alzheimer's disease, Amyotrophic Lateral Sclerosis (ALS), Huntington's disease and Parkinson's disease. Founded in 2001, MIND unites scientists and physician-scientists with the common goal of translating laboratory findings into the clinic where they can reach patients. Researchers in MIND laboratories work collaboratively to address important research questions and maximize synergy to yield the most promising results.

The Staff Assistant II will provide day-to day administrative support for a cohort of MIND faculty and associated investigators. Additionally, the Staff Assistant II will provide general administrative support to MIND programs as well as support of specific tasks related to research organization. This position provides a unique opportunity to master comprehensive administrative tasks central to a large research program.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Day-to-day administrative support
  • Serve as a UKG timekeeper in the department, tracking time, sending notifications, managing absences, creating schedules, and providing visibility into schedules
  • Receipt and processing of travel reimbursements and business expense claim through PeopleSoft
  • Submission of e-Checks for invoice payment
  • Places orders for laboratory in Peoplesoft Peoplesoft (eBuy) and tracks requisitions, purchase orders and fund usage via iLab web-based software
  • Follows up on backordered items and updates iLab
  • Monitors payment of invoices using Partners Peoplesoft and Insight and adjusts/closes out purchase orders as necessary
  • Keeps electronic copies of all orders and quotations organized in Dropbox
  • Processes employee reimbursements in PeopleSoft
  • Generates Fedex shipping documents for packages sent by the lab
  • Facilitating pickup and distribution of MBTA passes for MIND staff
  • Maintains lab/s contact list
  • Coordinates program-wide meetings, seminars and events; including scheduling, agenda development, room arrangements, set up/break down of room, refreshments, audio-visual aids, communications, guest speakers, and other related details
  • Coordinates and establish relationships with departmental administrative and project support staff
  • Handle inventory maintenance and the ordering of supplies as needed
  • Identifies and proposes methods for process improvement and policy development
  • Accepts other assigned tasks as delegated
Qualifications

SKILLS/ABILITIES/COMPETENCIES REQUIRED:
  • Microsoft Office suite skills
  • Computer skill knowledge (including operating systems, word processing, electronic mail, Internet and spreadsheets) required to be trained in the following software: Partners Peoplesoft and Insight and iLab
  • Strong interpersonal and communication skills to interact efficiently with a large research group whose members come from many different countries
  • Must have strong organizational skills, be self-motivated and able to work independently, once trained


EDUCATION:

High school diploma required, college degree preferred.

EXPERIENCE:

Prior 2-3 years of administrative/related work experience required.

FISCAL RESPONSIBILITY:

Prepares and processes purchase orders and employee reimbursements.

WORKING CONDITIONS:

Hybrid (onsite work at CNY 114.)

EEO Statement

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.

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