Administrative Assistant I BWH Cardiovascular

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Under the supervision of Director, Co-Director, and other leadership members, the Administrative Assistant I is primarily responsible for administrative management. She/he performs various administrative and clerical duties required to support the Center for Interdisciplinary Cardiovascular Sciences (CICS) workplace infrastructure and associated systems. On an as-needed basis, the Administrative Assistant will also perform other administrative support tasks to assist other staff members.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Major administrative responsibilities

• Assisting Director, Co-Director, and other senior members in collecting and submitting applications of the new CICS members for BWH and HMS appointments.

• Assisting Director, Co-Director, and other senior members in preparing and submitting documents for visa applications of the CICS members to the administrator of the Cardiovascular Division.

• Assisting Director, Co-Director, and other senior members in their editorial responsibilities for medical journals (e.g., printout manuscripts that they edit or review, upload the manuscript information on the CICS website, mark the due date on the calendar and to-do list, arrange conference calls with editorial office and other editors).

• Assisting Director, Co-Director, and other senior members in managing grant reviews.

• Assisting Director, Co-Director, and other senior members in managing grant applications by coordinating with a grant manager.

• Managing calendars, appointments, and conference calls of Director, Co-Director, and other senior members.

• Assisting Director, Co-Director, and other senior members in responsibilities outside CICS (e.g., organizing scientific conferences, conference calls with other executive committee members of scientific societies, conference calls with journal editorial offices).

• Assisting Director, Co-Director, and other senior members in travel arrangements (e.g., book flights and hotels, prepare travel itineraries and other travel information, check in for a flight).

• Assisting Director, Co-Director, and other senior members in reimbursement processes (e.g., travels).

• Assisting Director, Co-Director, and other senior members in publications (e.g., submission of manuscripts, communicating with editorial offices, filing and tracking manuscripts).

• Assisting Director, Co-Director, and other senior members and other senior members in arranging and setting up video or telephone conferences.

• Assisting Director, Co-Director, and other senior members in communicating with scientific societies, other academic institutions, and companies.

• Communicating with investigators and administrators within or outside BWH on behalf of Director, Co-Director, and other senior members

• Assisting in organizing CICS seminar series and other seminars (e.g., prepare and distribute flyers, prepare speaker's itineraries, send email notifications to CICS, arrange travels for speakers, catering, create non-employee expense report and submit it on Peoplesoft for honoraria and travel reimbursement for speakers).

• Organizing and filing important documents (e.g., certificates for controlled substances registrations)

• Communicating with vendors

Other administrative responsibilities

• Delivering accounts payable information to PHS finance

• Greeting and assisting visitors at the security desk of the building or the reception area or the lobby at CICS.

• Maintaining and ordering office devices and supplies (e.g., copiers, fax machines, printers)

• Keeping the office, entrance, lobby area, and break room neat and clean

• Coordinating the mail area

• Assisting sending, collecting, and delivering faxes

• Responding to incoming phone calls at the main number

• Shipping outgoing mail, overnight delivery, and courier packages

Qualifications

• Highshool Diploma
• 1-3 years of relevant work experience is advantageous

Skills

• Speaking and writing skills in Japanese is advantageous but not essential

• Ability to perform administrative work independently under minimal supervision

• Outstanding writing and speaking communication in English