Responsible for providing administrative support to the Senior Investigators of Integrative Physiology and Metabolism and/or other Sections or Investigators as assigned. The Administrative Assistant III will also contribute to the Research Division team effort by providing cross coverage with other Section Administrative Assistants. Support effort to keep all Research Division activities functioning smoothly by participating in Division-wide efforts. S/he must be able to handle many requests on his/her own, prioritize activities, and be capable of handling multiple projects simultaneously. The administrative assistant must be able to work independently and address urgent issues on his/her own.
As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.
Responsibilities
Principle Duties and Responsibilities:
Be able to act in a self-starting manner on the following:
Coordinate complex calendar and schedules including: coordinate calendars for several investigators and coordinates events for the respective department(s).
Make domestic and international travel arrangement, including but not limited to making airfare and hotel accommodations, drafting an itinerary and reconciling expenses.
Provide routine administrative support such as: maintaining CV's and publication records, transcribing, typing memos, letters and meeting minutes, answering telephones, taking and distributing messages, setting up meetings and distributing mail.
Proofread, edit and submit manuscripts and other documents (i.e. journal/grant reviews) as required by investigator, perform library or literature searches, and help to create and edit presentation materials.
Helps to prepare and edit grant applications and other related materials in collaboration with the Research Administrator(s) and prepare biosketches, letters of support and collaboration and other documents as needed.
Place orders for both office and laboratory personnel.
Act as liaison with departments such as Human Resources, Office of Sponsored Research, Fiscal and other Research Divisions within Joslin Diabetes Center
Perform duties under low level of supervision with high proficiency in administrative skills.
Ensure timesheet completion and submission for members of the respective department(s).
Provide cross coverage with administrative team as needed.
Assist with special projects as directed.
Other duties, as assigned.
Required Job Specific Duties and Responsibilities
Reception of visitors to office(s)
Answering office telephone and taking/relaying accurate messages
Assist with onboarding new personnel
Maintain Harvard CV , biosketches and other publication lists for personnel
Obtain book and journal articles library websites or local libraries.
Internal meeting coordination; visitor/guest speaker logistics and hosting; domestic and international travel arrangements for meetings and conferences
Maintain PMCID numbers for required peer-reviewed publications, including but not limited to, manual deposit of manuscript to maintain NIH compliance
Maintain records and process forms; create and submit expense reports
Utilize endnote to create bibliographies and cite references for grants, manuscripts and other documents as requested
Ordering supplies for the lab and break room, through Infinium or an electronic ordering system. Track all orders for completeness and communicate any backorders or cancelled items to ensure the smooth flow of experiments in the lab. Assign to the correct budget. Also, coordinate maintenance of office machines.
Set up of meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested
Qualifications
Bachelor's degree or equivalent work experience preferred.
Prior administrative experience in a research or academic setting (strongly preferred)
Minimum 3- 5 years of experience
Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote and/or Reference Manager and Infinium, work under frequent disruptions
Proactively manage projects and resolve conflicts independently with minimal supervision.
Excellent organizational skills.
Ability to prioritize work and meet deadlines, and work under pressure.
Ability to coordinate efforts on multiple tasks according to their relative priorities.
Ability to communicate effectively across all departments (including administrative team)
Ability to use discretion in confidential matters.
Ability to read, write and articulate in English is required.
Ability to draft, proofread and transcribe correspondence and other documents as directed is required.
