The Administrative Assistant provides administrative assistance and support to the Principal Investigators in the section of Immunobiology.
The Administrative Assistant is responsible for serving as receptionist for foot traffic into the department. Work collaboratively with other support staff, maintain office operations, communications, database records, and files. Support efforts to keep all Research Section activities functioning smoothly. The assistant must be able to handle many requests on his/her own, prioritize activities, and be capable of handling multiple projects simultaneously. The assistant must be able to work independently and address urgent issues on his/her own.
- Receive visitors and assure they locate appropriate staff.
- Answer office telephones and transfer calls to appropriate staff or take messages.
- Coordinate telephone conferences.
- Facilitate administrative support needs for Section personnel including processing expense vouchers and other reimbursement forms, completing institutional forms, and helping with maintenance work orders.
- Schedule appointments and maintain daily schedule via Outlook.
- Oversee correspondence and mail related issues.
- Prepare non-scientific components of grant applications including typing, transcription, and photocopying. Work in collaboration with the Office of Sponsored Research.
- Prepare timesheets and distribute payroll.
- Obtain scientific references from electronic or library sources and maintain electronic reference file.
- Maintain adequate quantities of general office supplies.
- Order lab and office supplies using electronic ordering system.
- Make travel arrangements.
- Keep office organized and oversee general office responsibilities and maintenance of office equipment. Troubleshoot problems with printers, fax machine, photocopier, and other office equipment.
- Responsible for correspondence, hotel reservations, and announcements related to invited postdoctoral applicants and other invited guests.
- Maintain CV, biosketch, and reprint index for investigator.
- Maintain current bioskeches/CVs for fellows.
- Assist lab mmembers with audiovisual needs for conferences and lab meetings.
- Assist in manuscript submission and preparation.
- Maintain Reference Manager database.
- Assure administrative procedures are followed.
- Ensure proper filing of documents.
- Associates degree, Bachelor's degree preferred.
- 1-3 years of relevant experience is required. Biomedical research environment preferred.
- Ability to work independently, excellent communication and organizational skills.
- Proficient in Microsoft Office suite.
- Good typing skills (minimum of 50 wpm).
- Ability to establish and maintain cooperative work relationships with Research Division staff.
- Skill in prioritizing assignments to complete work in a timely manner under heavy workload, pressures of deadlines and completing requirements.
- Ability to work under frequent distractions and interruptions.
- Skill in working independently on routine work.
- Ability to maintain confidentiality of all sensitive information.
- Knowledge of computer and office software and hardware.
Joslin Diabetes Center - 10 months ago