Staff Assistant II at Massachusetts General Hospital(MGH)

Posted in Other 12 days ago.

Location: Boston, Massachusetts

Job Description:


The Neurological Clinical Research Institute (NCRI) develops, designs, supports and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Northeast ALS Consortium (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

Under supervision of the Office Manager, the Staff Assistant II will provide general administrative support to the NCRI principal investigators and projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar). Daily responsibilities will include planning for face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed. The Staff Assistant II will also provide all other duties or special projects that are unit specific and are appropriate to the position.

The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

General Administration

  • Maintains PI calendar and calendar items for the project.

  • Organizes, schedules, and reserves conference rooms for weekly team operations meetings.

  • Supports planning and travel logistics of network related meetings and conferences.

  • Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.

  • Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols and other related documents at the highest level of proficiency.

  • Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for smooth functioning of workflow.

    • Some files may include confidential material.

  • Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.

  • Troubleshoots routine/non-routine problems and takes measure to correct/handle issues.

  • Assists with the orientation and training of new staff.

Project Coordination

  • Conducts literature searches and web searches and organizes findings

  • May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.).

  • Assists with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks

  • Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.



  • Knowledge of medical terminology, or secretarial training a plus.

  • Effective interpersonal, communication, organizational, and problem-solving skills.

  • Demonstrates attention to detail.

  • Strong word processing skills (Microsoft Word).

  • Working knowledge of Microsoft Excel, Access and PowerPoint Ability to work independently as well as a member of the team.

  • Ability to prioritize work.

  • Ability to take detailed meeting minutes

  • Good verbal and written communication

HS diploma required; Associate's or Bachelor's degree preferred.

  • Minimum of 2 years' experience in an office environment.

  • May prepare and process check requests or track training expenses.

EEO Statement

MassachusettsGeneral Hospital is an Equal Opportunity Employer. By embracing diverseskills, perspectives and ideas, we choose to lead. Applicationsfrom protected veterans and individuals with disabilities are stronglyencouraged.
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