Staff Assistant II at Massachusetts General Hospital(MGH)

Posted in Other 6 days ago.

Location: Boston, Massachusetts





Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT:



Working under the direction of the Principal Investigator and the Sr. Administrative Manager, Research, the Staff Assistant II will provide a wide range of clerical and administrative duties to support the staff and operations of the laboratory. Responsibilities will include calendar and meeting management, preparation of documents, purchasing of supplies and coordination of equipment service needs and submission of materials used in grant preparation.



PRINCIPAL DUTIES AND RESPONSIBILITIES:



  • Serves as administrative resource for the Principal Investigator and Sr. Administrative Manager as well as laboratory personnel, providing broad administrative support to include reception, calendar and meeting management and coordination of vendors and services; acts as liaison with hospital departments and point person for lab inquiries.

  • Supports grants management by completing tasks or assisting grant personnel, such as preparing monthly reconciliation reports, generating budgetary/spending reports and submission of check requests.

  • Gather information for management to use for progress reports, internal grant applications and other needs; assists when needed in gathering information for external grant submissions.

  • Completes responsibilities related to researcher academic appointments, including assistance with visa applications where needed and keeping track of appointment/visa status for researchers.Organizes and coordinates meetings, lab meetings, journal clubs and events for the Center as well as meetings with funding agencies; sets up Zoom meetings.

  • Updates Center website and Twitter account. Works with department and hospital staff to prepare materials for use in public relations activities, including providing and/or drafting content for press releases. Liaises with MGH Public Affairs office and DoS staff.

  • Attends lab meetings and may present information regarding administrative or lab related matters.

  • Completes tasks to assist staff with compliance activities in support of lab operations and with support from lab personnel. This may include distributing materials regarding lab biosafety, controlled substances, IACUC and IRB communications and providing record management.

  • Provides clerical assistance in support of facilities management for the organ perfusion and laboratory facilities, including ordering common laboratory and office supplies, ensuring cost-effective ordering and cost allocation so that financial resources are properly utilized.

  • Notifies and seeks assistance from senior staff or supervisor for any questions or needed training.

  • Provides information and orientation/training to lab staff and others regarding office processes, supply ordering and other areas of need.

  • Identifies, recommends and participates in the implementation of improvements within area of responsibilities as well as in laboratory and operational initiatives.

  • Performs other duties as required.






Qualifications

EDUCATION:



High school diploma or equivalent required.



WORK EXPERIENCE:



Minimum of 2 years of work experience in an administrative role needed. Work within a research setting is helpful.



SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:



  • Understanding and skill in office administration, to include routine business practices, meeting and event coordination and calendar management.

  • Familiarity with research laboratory workplaces, including terminology, operations and safety practices.

  • Strong computer skills (including word processing, database, email, internet, PowerPoint and spreadsheets) required as are accurate keyboarding skills. Able to utilize meeting management tools such as Zoom.

  • Excellent command of English language, including grammar and medical/scientific terminology.

  • Exceptional organizational skills, the ability to see tasks through to completion and the flexibility to handle multiple tasks and deadline pressures.

  • Able to identify, refer and resolve issues within work, workflow and operational areas of assignment.

  • Ability to work independently as well as in a team environment.

  • Excellent interpersonal skills with the ability to work with all roles and levels of staff and to represent the lab in an effective, positive manner. Able to work with and maintain confidential information.

  • Demonstrated ability to work independently as well as part of a team, with limited supervision, resolve issues, well organized, attentive to detail and achieve outcomes within the team. Ability to make decisions quickly and independently.

  • Ability to take initiative, but also to accept direction and seek guidance appropriately.

  • Mathematical skills, such as for ordering of supplies and processing payments.




WORKING CONDITIONS:



Normal office conditions. May enter research laboratory space and will work safely within the lab environment when needed, such as wearing personal protective equipment as required.



FISCAL RESPONSIBILITY:



No direct fiscal responsibilities: however, is responsible for prudent fiscal use of program resources (e. g. supplies) as well as cost-effective ordering of supplies.



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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