Massachusetts General Hospital (GHC) - Charlestown, MA

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Job Description

This position will assist Neurology Department Administrative Directors of Research and Grant Managers in administrative tasks as they are related to Department research. Under the direction of the Administrative Director of Research, the position will be responsible for completion of operational, administrative, and secretarial duties to meet the needs of Neurology research labs. Daily responsibilities will also encompass communicating with and orienting new staff, timekeeping for research staff members, submitting financial requests, updating emergency contact lists and plans and helping
in department research projects and initiatives as they arise. Must be a high performer with well developed organizational and communication skills capable of working fairly independently to produce consistent quality work with minimal supervision and guidance.
Schedule appointments and meetings, prepare agendas, take minutes and provide and other supporting materials for the Neurology research leadership. Make detailed arrangements for meetings and seminars sponsored by the department including: room arrangements, refreshments, audio-visual aids, communications, guest speakers, and any other related details.

Update and maintain records and files as related to Neurology research administration, including the development and maintenance of the computer database. Perform photocopying, faxing, filing as requested. Implement innovative strategies for improved office organization.

Arrange and ensure proper hiring of newly assigned office personnel and communicate with appropriate manager, principal investigator, and Neurology Administration to ensure successful start of new hire.

Act as a general liaison for HR related matters in Neurology Research Administration, including but not limited to tracking compliance with annual evaluations, promotions, personnel challenges; drafting and posting research job descriptions; facilitating new employee orientations tailored to specific positions; and ensuring awareness of all HR hospital policies and procedures.

Work with International Office and visiting scholars to obtain visas.

Submit and track all research non-employees. Review on monthly to assess access to systems.

Track completion of Annual Career Conferences and communicate with staff who have not completed for year in Neurology investigators.

Serve as Kronos Time Keeper for Neurology research groups. Track employee time off requests, vacation schedules, unexcused absences, inconsistent hours, etc.

Organize office operations such as invoicing, billing, collection, reporting, and other clerical services for Neurology Research. Requisition office supplies and equipment, and initiate cost reduction programs. Standardize office procedure and initiates policy and procedure changes.

Maintain supplies, forms, requisitions & equipment. Coordinate repairs and replacement of equipment (including computers) and office space as necessary. Manage computer inventory and upgrades.

Maintain cleanliness and general upkeep of suite by working with housekeeping and engineering.

Process purchase orders, check requests, employee travel reimbursements and petty cash vouchers as needed.

Meet regularly with supervisor concerning daily assignments, policies and procedures, assigned projects, supplies and equipment and related problems. Keep the supervisor informed of department activities, schedule of appointments, status of projects, and relevant department problems and needs.

Perform short and long-term special projects as related to Neurology Research Administration.
Associate’s degree required. Bachelor’s degree preferred.
Minimum 2 years related experience.
Strong quantitative skills; Specific experience in secretarial support preferred.
Skill with spreadsheets and databases is needed. Must be thoroughly familiar with MS Office.
Must be analytical and organized; able to prioritize and handle multiple tasks. Solid customer service skills are needed as well as the ability to work successfully as a member of a team in a large organization.
Must pay particular attention to detail and deadlines.
Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required.
Excellent interpersonal/communications skills.
Ability to interact with individuals at all levels of the organization.
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
Ability to work and make decisions independently.
Must be able to multi-task and work in a fast-paced environment.