The Reproductive Endocrine Unit (REU) of Massachusetts General Hospital is seeking an Administrative Assistant to provide administrative support to the Unit Chief, the Administrative Manager, 6 faculty investigators of the Reproductive Endocrine Unit, as well as additional unit-wide activities.
The REU is a National Center for Translational Research in Reproduction and Infertility, funded by the National Institute of Child Health and Development (NIH). The Unit is also a recipient of a Gates Foundation Grand Challenge Award. Dr. Seminara, Unit Chief, is PI on a NIH Merit Award which provides 10 years of funding for her translational studies.
The Administrative Assistant works directly with the Unit Chief and Administrative Manager. This role requires a high level of discretion and confidentiality in dealing with staff and administrative information. The position requires a high level of expert knowledge of office routine and office information systems. Must demonstrate ability to effectively set priorities, make decisions and work in a fast-paced environment. Must have high proficiency in Outlook and Outlook Calendar. Must be able to use Microsoft Word, Excel and PowerPoint and to quickly learn other software applications used within the MGH. The Assistant also serves as unit receptionist and is responsible for correspondence, calendar management, scheduling meetings, email communication, coordinating travel, planning off-site retreat logistics, initiating Purchase Orders and eBuy orders, travel reimbursement through Peoplesoft and oversight/reservation of the unit Conference room. Completes special assignments and manages projects as assigned. These may include coordinating a Harvard-wide reproductive symposium, creating a Unit newsletter, managing social events, and interfacing with visiting Professors.
Interested candidates should submit a cover letter with his/her application.
PRINCIPAL DUTIES AND RESPONSIBILITIES
• Coordinates and manages all aspects of Unit Chief’s calendar. This includes: Schedule 1-1 Meetings, large group meetings, in person and zoom/team meetings. Put the appropriate level of detail into the Chief’s calendar, so that she knows who, what, and where. If the event is a lecture or seminar, list the name of the person speaking and the title of the talk.
• Looks for conflicts in the calendar and corrects them.
• Uses nuanced judgment when managing the calendar. Limits appointments if Unit Chief has upcoming significant deadline(s) (i.e. grant deadline). Looks for “soft conflicts”-i.e. leading Journal Club the day before grant is due-and corrects them.
• Makes travel arrangements for the unit chief for any out-of-town conferences or seminars. Considers all possible challenges (i.e. reducing lay-overs, minimizing late night travel, etc.), learns Unit Chief’s specific travel preferences, and makes arrangements accordingly. Reviews land transportation needs as well (taxi, uber, etc). Prepares contingency plans should there be a flight cancellation. Prepares printed itineraries. Obtains receipts from the Chief immediately after trip completed. Submits travel expenses for reimbursement.
• When Unit Chief has a speaking commitment out of town, reviews the travel and speaking logistics with Chief in person including contact information for hosts, transportation to speaking venue, meal availability, etc.
• Coordinates all weekly/monthly meetings for the entire Unit, whether they are in-person or on Zoom. Knows how to use the Unit calendar and look for conflicts. Keeps up-to-date distribution lists for each meeting group. Adds new members as they arrive and deletes members as they depart. Sends reminders to all participants. Manage all cancellations and schedule changes.
• Attends the monthly meeting of the P50 Center for Reproductive Medicine.
• Works with directed faculty to coordinate REU Visiting Scholar seminars.
• Composes letters and/or memoranda as appropriate from notes, verbal instructions or independently from knowledge of circumstances and policy.
• Weekly payroll – reviews hours and adds new employees in Kronos.
• Coordinates and organizes travel, submits expenses and assures reimbursement.
• Assists with lab supply ordering, managing shipments, and monitoring lab spending.
• Contacts vendors when appropriate. Assists with tracking invoices and initiating invoice payment.
• Assists with development of PowerPoint presentations.
• Assists with travel/general Expense Reimbursement for all REU employees and non-employees including stipends.
• Assists PIs and their staff with NIH Biosketches and HMS CVs and updating PMCID.
• Maintains contact with Process expenses in Peoplesoft.
• In conjunction with the Administrative Manager, coordinates post-doc and faculty onboarding and reappointments.
• Manages highly sensitive and confidential materials.
• Maintains administrative server in an organized fashion.
• Facilitates meeting schedules by working with other support staff.
• Screens and direct all incoming phone calls.
• Greets people coming into the office, ascertains their needs and escorts or directs them to the appropriate person or office.
• Performs routine office work including ordering supplies, scanning, and review and distribution of mail.
• Attends staff meetings; take, transcribe, and distribute minutes as directed. Transcribe correspondence as directed.
• Manages special projects as assigned.
• Performs other duties and responsibilities at the Chief’s and/or Manager’s request.
• Asks when unsure about how to perform a task.
• Creates standard operating procedure documents for complex tasks. QUALIFICATIONS
• BS/BA or Equivalent
• Minimum of 5 years administrative/secretarial experience, preferably in an academic research hospital setting.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
• Excellent oral and written communication skills.
• Sophisticated discretion and judgment to organize priorities and complete tasks.
• Exceptional organizational and interpersonal/communication skills, ability to work independently and to prioritize and problem solve. Integrity, discretion, and respect for confidential information is absolutely essential.
• Exceptional computer skills, specifically with experience in Outlook, Word, Access and Excel.
• Excellent attention to detail.
• Excellent organizational skills.
• Ability to handle multiple tasks concurrently.
• Work efficiently under time pressure.
• Ability to appropriately handle sensitive/confidential information.
• Ability to work independently in a team environment.
• Ability and willingness to take initiative.
• Use of nuanced judgment, based on an Understanding of the pressures and deadlines of Unit members.
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