This position reports in a staff capacity directly to the Program Manager, under the overarching supervision of the Director. The incumbent is primarily responsible for performing a wide range of administrative functions (some ongoing and some ad-hoc) to support the FTD Unit, Center for Translational Brain Mapping, and Dickerson Lab. They will also provide administrative support to five other PIs affiliated with the all three programs, as well as program staff leadership.
Specific responsibilities include assisting the Program Manager and Director with administrative support for project management and documentation (e.g., scheduling meeting, managing minutes, assisting with managing action items and deliverables); communication with administrators, manager and collaborators; and carrying through to completion special projects as they are assigned. Responsibilities also encompass the day-to-day management of the Director's office and affiliated PIs, including coordinating complex schedules to organize meetings while maintaining deadline awareness, booking conference rooms for meetings, managing travel arrangements. This individual will also manage the reimbursement process for the Director and program leadership, and provide general office support for the Director and affiliated center PIs.
The person in this position will be working with a large variety of people, including high-level PIs, post-doctoral fellows and junior faculty, research coordinators, and clinic staff and patients and caregivers. This position is forward-facing and often the first point of contact for the FTD Unit, Center for Translational Brain Mapping and the Dickerson Lab; the individual in this role will need to exercise professionalism and tact at all times. This role also requires an individual who is capable of following standard operating procedures while also working independently to produce consistent quality work.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Under supervision of the Program Manager, manage Director's calendar by screening calls and visitors.
Review correspondence and respond directly, especially as it pertains to scheduling and organizing meetings and travel for the Director and affiliated PIs.
Under supervision of the Program Manager, coordinate the day-to-day administrative functions of the Director's office.
Meet regularly with the Program Manager concerning duty assignments, projects and problem solving within program staff and procedures.
Provide the Program Manager with general administrative support through the monitoring and control of the administrative process; anticipating needs/problems and provide timely updates.
Provide the Director and affiliated PIs with travel coordination, including booking both domestic and international flights, hotels and ground travel; coordinating meetings while traveling; creating travel itineraries.
Provide Director, affiliated PIs and program leadership with support for processing all travel and other reimbursements.
Perform short and long term projects, under the supervision of the Program Manager. Some examples include:
Organizing filing systems, based on parameters/criterion provided by the Program Manager
Taking meeting notes for a series of project meetings, and organizing and archiving said notes
Provide administrative support as needed for various Unit events; including educational events, fundraisers and staff outings, under the supervision of the Director of Caregiver Support Services.
Track deliverables and progress on or obstacles to key milestones; provide necessary documentation to the Program Manager in person and via email and wiki.
Assist the Project Manager and Director as needed with administrative components of other team members' projects.
Assist the Program Manager and Director in managing team members' career development and performance monitoring by coordinating and setting up relevant meetings in a timely fashion.
Provide a compassionate point of contact for patients and families seeking contact with the Director regarding sensitive clinical, research philanthropic, or other issues.
Coordinate efforts among individuals and groups to resolve problems as they arise, to ensure smooth progression and timely completion of projects.
Assist Program Manager in establishing administrative systems and practices, such as record keeping systems, forms control, office layout, staffing requirements and performance standards in order to create new systems; study management methods in order to improve work flow.
Provide administrative support to program leadership who organize large symposia, lectures, and ongoing administrative and scientific meetings.
Qualifications SKILLS & COMPETENCIES REQUIRED:
Strong customer service skills are needed as well as the ability to work successfully as a member of a team in a large organization.
Strong organizational skills are critical: must be able to prioritize and handle multiple tasks; must pay particular attention to detail and deadlines; must be able to multi-task and work in a fast-paced environment.
Exceptional computer skills (including word processing, database, electronic mail, internet spreadsheets) required. Ability to learn new computer based applications is critical. Skill with spreadsheets and databases is needed. Must be thoroughly familiar with MS Office.
Excellent interpersonal/communications skills.
Excelled writing skills are also desired.
Ability to interact with individuals at all levels of the organization.
Experience booking both domestic and international travel preferred.
Experience planning various sized events desired.
Ability to work and make decisions independently.
Ability to distinguish between situations that require independent decision making, and guided decision making; the ideal candidate should be proactive in monitoring progress, challenges, and in seeking guidance when necessary.
Ability to follow direction and see tasks through completion.
High School Diploma required. Associate's or Bachelor's Degree strongly preferred.
Required: 3 years experience in related medical/research office setting. Specific administrative experience in human participants research lab setting preferred.
Preferred: 4+ years experience in related medical/research office setting.
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.Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.
MGH Institute of Health Professions, founded by Massachusetts General Hospital in 1977, is an innovative and independent graduate school in Boston that is a member of Partners HealthCare. A progressive leader in developing comprehensive models of health care education, the MGH Institute prepares advanced practice professionals in the fields of nursing, physical therapy, occupational therapy and communication sciences and disorders through a distinctive combination of academic study, clinical practice, and research. More than 1,200 students are enrolled in graduate level and certificate programs, with an increasing number of courses available online. The Institute is accredited by the New England Association of Schools and Colleges (NEASC).