Staff Assistant III
GENERAL SUMMARY/OVERVIEW STATEMENT:
MGH has been named a top hospital for consecutive years, receiving high rankings for neurological treatment and several physician-scientists gaining national and international recognition for their clinical and/or research efforts. The Department of Neurology consists of more than 300 physicians and scientists, integrating compassionate care with state-of-the-art research and rigorous medical training. The Department’s staffing structure and project portfolio support professional growth of research and administrative staff at all levels.
Receiving general direction from the Vice Chair of Research and Director of Research Administration, the Program Coordinator will be responsible for providing administrative and clerical support and performing various administrative functions including scheduling administrative meetings, calendar management, coordinating activities with other departments and hospital leadership, scheduling faculty meetings, and helping Administration in department projects and initiatives. The candidate must possess initiative and independent judgement as he/she continually assesses, prioritizes, and manages a wide range of administrative programs in a fast-paced/dynamic environment involving all levels of staff and management. A broad understanding and extensive experience in the Hospital’s practices, policies, and procedures are critical
ABOUT YOU:
You enjoy being part of a team and providing support for colleagues. You have experience planning and moving projects forward. You’re resourceful and able to effectively troubleshoot. You enjoy working in a fast-paced environment where people see you as a go-to for problem solving. You want to be part of an organization that is revolutionizing care and committed to the well-being of patients locally and globally.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Responsible for the day-to-day program-wide administrative and operational support of program and personnel, including but not limited to:
Administrative Support
- Provides direct support to Vice Chair of Research and AD including tasks such as planning and scheduling calendars with limited consultation, resolve calendaring conflicts, arranging travel in compliance with unit, hospital, and sponsor policies, submitting and tracking expense reports.
- Act on behalf of the supervisor, department leadership, or Vice Chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Manage updates and version tracking of Vice Chair’s CV, keeping within Harvard Medical School guidelines.
- Provide administrative support to the Neurology Biostats Core Director such as tracking consultative requests, scheduling, and setting up video call meetings.
- Assists in the preparation of materials for research needs, including, but not limited, to graphics, slides, etc.
- Serves as point-of-contact for research department meetings, conferences, and events, including scheduling, preparing agendas, taking minutes, sending reminders, and setting up conference calls and videoconferencing.
- Assists in organizing and scheduling interviews.
- Coordinates and establish relationships with departmental administrative and project support staff.
- Handle inventory maintenance and the ordering of supplies as needed.
- Identifies and proposes methods for process improvement and policy development.
Neurology Research Program Support
- Coordinates and facilitates administrative aspects of research staff hiring, orientations, including scheduling, Health Stream and mandatory training.
- Compose and draft documents and correspondence for presentations, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, and/or websites.
- Assists in distributing department-wide research education and communication materials such as updates on MGH research policies, flyers, and broadcast emails.
- Responsibilities also include agenda and presentation preparation/minutes taking (Research Council, Gene Therapy Advisory Council, Departmental Panel Review meetings, special task force projects, etc., upload departmental meeting dates and minutes to department’s shared drive).
- Meet with department leaders to assure nomination and award processes are working well and proactively alert investigators of upcoming deadlines with adequate notice to prepare materials.
- Coordinates program-wide meetings and performs duties with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
- Operates and maintains all suite office machines including faxes, printers, phones, computers, conference room equipment and copiers. Arrange for equipment maintenance or repair and keeps equipment/devices ready for use.
- Submission of eChecks for invoice payment. Tracks and reconciles purchases on research funds using web-based financial systems.
- Works with Information Services and MGH business and ancillary departments to facilitate and expedite services and to resolve systems, IS or operational problems.
- Timekeeping through Kronos.
- Performs other duties or special projects as assigned.
SKILLS & COMPETENCIES REQUIRED:
- Proficiency in Microsoft Office, Excel, Outlook and other Microsoft Office applications
- Excellent attention to detail
- Ability to make decisions quickly and independently
- Ability to learn new computer applications quickly and use them efficiently
- Excellent interpersonal/communications skills
- Ability to multi-task efficiently
- Ability to interact with individuals in senior leadership roles across MGB
- Creative thinking, a willingness to learn new things, problem solving and an ability to handle multiple projects within expected time frames.
- Ability to handle sensitive/confidential matters discreetly and maintain confidentiality guidelines