Senior Administrative Assistant, Neurosurgery Research

4 months ago

Boston, United States Partners HealthCare Full time

Reporting to the Director of Center for Stem Cell and Translational Immunotherapy (DCS) who is also the Vice Chair of Research (VCR) for Neurosurgery, the incumbent provides administrative support to a productive academic research program. The successful candidate will have a mature, strongly positive and helpful nature, demonstrate commitment to administrative work, and have an interest in continuous learning about biomedical research and the overall nature and function of the research program of the Center for Stem Cell Translational Immunotherapy, as well as those of other Neurosurgery Research investigators. This position will interact equally with institutional associates, Principal Investigators, Research Fellows, Technicians, Management leaders as well as external Scientific Collaborators. The workload is extremely fast paced demanding a high level of maturity, ownership, independence, responsibility, performance, proactivity, and integrity. The day to day operation can be very dynamic and the ability to shift priorities is required for this position. Excellent communication, organization, prioritization, project management and teamwork are a must. High proficiency with Microsoft Office, Zoom, Microsoft Teams, PowerPoint and the ability to learn new institutional software quickly is required. Aptitude to stay focused, calm and professional in an open, multi-function office suite is important. Must be comfortable working/presenting in a virtual environment. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information. Requires highly proficient/advanced administrative skills and a minimum of 3 years of applicable work experience.

Principal Duties and Responsibilities

• Under minimal supervision, provide direct support to VCR and DCS.

• Proactively manage the calendar for the VCR and DCS.

• Schedule requested recurring and one-time virtual and in-person meetings, reschedule cancelled meetings in a timely manner.

• Coordinate meetings, luncheons, lectures, conferences, etc., including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.

• Arrange for DCS’s domestic and international travel, including arranging air travel, accommodations, auto rental, and ground transportation reservations. • Prepare and submit travel reimbursement expense reports for faculty and fellows for reimbursement.

• Prepare, reconcile and submit DCS’s non-travel expense reports for reimbursement.

• As needed, act as receptionist VCR/DCS’s, greet staff and visitors and notify appropriate departmental staff of guest arrival.

• Review the CSTI’s financial portfolio together with the DCS and Department Research Administrator (RA) on a monthly basis.

• Maintain a running database of the Center’s funding and related obligations to Sponsor for review by the DCS.

• Assist department’s Senior Grant Administrator with grant proposals on behalf of the DCS.

• Update DCS’s Curriculum Vitae, NIH Biosketch, Other Support and Facilities and Resources documents on a regular basis.

• Coordinate the schedule and arrangements for guests to the Center (visiting collaborators, lecturers, etc.)

• Coordinate recruitment visits for CSTI faculty, postdoc and student intern candidates, including scheduling interviews making travel arrangements, making restaurant reservations and submitting candidates’ non-employee reimbursement forms for reimbursement.

• Stay familiarized with institutional and departmental policies and guidelines for research and administrative compliance.

• Provide support for research faculty and educational affairs within the department

• Process and edit dictated and hand-written correspondence, reports, reviews, references and manuscripts using MS Word, EndNote and other related software. Responsible for proper format, punctuation, grammar, spelling and verification of references and footnotes. Make editorial changes in materials, which may include rewriting.

• Organize and address routine correspondence, maintaining hard and soft files, performing literature searches, gathering incoming mail and distribute/respond as appropriate.

• Maintain a running list of scientific publications by departmental researchers.  Prepare slide for monthly reporting at Research Faculty Meeting.

• Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office. 

• General administrative duties for laboratory members will include preparing FedEx shipments, ordering supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.

• Performs work that is highly complex, non-repetitive and often project oriented, with the ability to problem solve and determine best course of action with little direction.

• Other duties such as updating CSTI website and special projects as assigned.

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