Senior Administrative Assistant, Pathology
9 hours ago
We are seeking a highly skilled and detail-oriented Senior Administrative Assistant to provide exceptional support to our faculty and staff in the Department of Pathology at Brigham and Women's Hospital. As a key member of our team, you will be responsible for managing research grants, coordinating administrative tasks, and providing excellent customer service.
Key Responsibilities- Prepare and oversee research grant proposals and progress reports, including document and budget preparation, and the use of Insight.
- Independently prepare administrative sections of grants and continuing applications, budget justifications, resource descriptions, updating biosketches, conflicts of interest, checklist pages, and other support.
- Maintain schedule of deadlines for non-competing renewals/continuation applications.
- Responsible for updating and maintaining investigator Curriculum Vitae, Biosketches, and Other Support pages.
- Submits requisitions for various research expenditures, including purchase order requisitions, employee reimbursements, check requests, and travel arrangements, following established institutional policies and procedures.
- Orders office and laboratory supplies.
- Responsible for working with various institutional departments, including Purchasing, Accounts Payable, departmental grant administrators, and lab personnel, to track and monitor research expenses, and for resolving discrepancies in a timely manner.
- Accurately record and approve time for lab personnel using the hospital's Kronos time-keeping system, following hospital policies and procedures.
- Acts as a back-up approver when needed.
- Provides research protocol assistance, including preparing and coordinating new and continuing IRB and IACUC protocols for review, and independently submitting protocol amendments via Insight for approval.
- Attends monthly BRISC and Pathology departmental research administration meetings.
- Makes arrangements for visiting speakers and prospective candidates for fellowship and junior faculty positions, including schedules, travel, hotel, announcements, and reimbursement of expenses.
- Coordinates all on-site arrangements for conferences/meetings sponsored by the faculty, and other meetings that may be sponsored by the Department.
- Maintains lab meeting schedules, including preparation and distribution, room reservations, catering, and timely notification of schedule changes to staff.
- Assists the faculty with preparation of travel and submitting/tracking travel expenses.
- Processes and edits hand-written correspondence, reviews, makes editorial changes in materials, including limited rewriting, and independently checks accuracy of content by reference to a variety of sources.
- Assists with on-boarding staff, providing relevant forms and materials to incoming staff, monitoring completion of all relevant forms, training, and orienting staff as needed, including obtaining BWH, after-hour access cards, animal facility access if needed, lockers, mailboxes.
- Coordinates with Fellowship Program Manager to complete and submit all relevant visa documents.
- Submits all relevant forms to the Office of Sponsored Staff and inputs staff's information into the Sponsored Staff Onboarding System portal.
- Includes coordinating arrangements for prospective candidates to the faculty, including travel, hotel, and meal accommodations, as well as expense reimbursement.
- Maintains and manages each faculty's Outlook calendar as needed, including accepting and creating meetings.
- Highly proficient in handling all research expenditure transactions for the group, including the ability to independently track orders online and work with Client Services and Department Grant Administrator to resolve discrepancies.
- Ability to positively and effectively interact with departmental and institutional staff, including faculty, junior faculty, fellows, students, administrators, technical staff, Client Services, Research Management, HR, Innovations, etc.
- Ability to make decisions, take initiative, and prioritize workload to meet competing priorities.
- Excellent verbal and written skills, along with strong interpersonal skills.
- Attention to detail and accuracy in work are critical.
- Ability to problem solve and troubleshoot.
- Understanding of federal cost principles which govern post-award activities.
- Knowledge of office machines, troubleshooting problems before placing service calls for fax machines or copier repairs.
- Advanced computer skills.
Independently navigate several institutional electronic systems, as well as those within federal and non-federal sponsor sites, which may include Insight, PeopleSoft Financials, ASSIST, etc.
Hospital Wide ResponsibilitiesWorks within legal, regulatory, accreditation, and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.
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