Senior Administrative Assistant, Neurosurgery Research

1 day ago

Boston, Massachusetts, United States Brigham & Women's Hospital(BWH) Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at Brigham and Women's Hospital (BWH). The successful candidate will provide administrative support to a productive academic research program, working closely with the Director of the Center for Stem Cell and Translational Immunotherapy (DCS) and other research faculty.

Key Responsibilities
  • Provide direct support to the DCS and research faculty, including managing calendars, scheduling meetings, and coordinating travel arrangements.
  • Coordinate meetings, luncheons, lectures, and conferences, including preparing agendas, distributing reminders, and arranging for refreshments and conference rooms.
  • Prepare and submit travel reimbursement expense reports for faculty and fellows, as well as non-travel expense reports for reimbursement.
  • Act as receptionist for the DCS, greeting staff and visitors and notifying appropriate departmental staff of guest arrival.
  • Review the CSTI's financial portfolio 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 sponsors for review by the DCS.
  • Assist with grant proposals on behalf of the DCS, including updating the DCS's Curriculum Vitae, NIH Biosketch, Other Support, and Facilities and Resources documents.
  • Coordinate the schedule and arrangements for guests to the Center, including visiting collaborators, lecturers, and recruitment visits for CSTI faculty, postdoc, and student intern candidates.
  • 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.
  • Organize and address routine correspondence, maintaining hard and soft files, performing literature searches, gathering incoming mail, and distributing/responding as appropriate.
  • Maintain a running list of scientific publications by departmental researchers, preparing slides for monthly reporting at Research Faculty Meetings.
  • Organize, maintain, and develop office files, directories, listings, and other necessary materials for the operation of the office.
  • Perform general administrative duties for laboratory members, including preparing FedEx shipments, ordering supplies, maintaining computer hardware/software inventory, and purchasing upgrades as required.
Qualifications
  • Undergraduate Bachelor's degree required.
  • 3-5 years' experience in biomedical research.

The ideal candidate will possess excellent communication skills, including interpersonal, phone, verbal, and written communication. They will be comfortable interacting with a diverse population and able to handle sensitive information and situations with poise and professionalism. The candidate will also have exceptional computer skills, including word processing, database, email, internet, virtual platforms, spreadsheets, and other software required for the position. They will be able to prioritize work and meet deadlines under pressure, demonstrating high-level independent judgment and problem-solving skills. A mature and professional manner, discretion, and confidentiality are essential for this role.

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