Under the supervision of the Vice Chair Research and Director Research Pediatrics, provide complex administrative support in preparation and completion of all assigned projects. Responsible for smooth functioning of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, especially when concerning the Division Director, maintaining office inventory, ordering supplies, sorting and distributing mail, assisting with inquiries, and assisting with new hire onboarding and other personnel related items. Keep the division website up to date. Reserve space, order food, and coordinate faculty and others for meetings when necessary.
ESSENTIAL RESPONSIBILITIES / DUTIES:
Administrative and Office Support:
Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread, and edit correspondence and scholarly articles for content and grammatical correctness.
Serve as Executive Assistant to the Division Director/Vice Chair Research: maintain his/her professional calendar within their parameters, assist him/her with a variety of tasks including literature searches, financial form completion, biographical sketch and CV formatting and preparation, arrange meetings at his/her request, and sort and prioritize his/her mail. Ensure the Director's time is used most efficiently for the division.
Assist the Divisional Manager/ Director Research Finance with coordinating confidential personnel-related matters, including but not limited to timesheet collection and submission, collection and tracking of personnel documents, reimbursement requests, and the on-boarding process for new faculty / staff. This includes using software to track applicants and submit their information to managers for review, and ensure new hires are met with a functioning work space and are familiar with compliance expectations. Serve as a point of contact for new hires as they are oriented.
Monitor supply of office supplies and equipment. Order new supplies as necessary. Call for repairs when office equipment malfunctions.
Special Projects Support:
Provide research and administrative support for special projects as assigned.
Plan, organize, and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage, and ensuring vendor payments. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital's and department's mission.
Follow established hospital infection control and safety procedures.
Perform other duties as assigned or necessary.
Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
Must adhere to all of BMC's RESPECT behavioral standards
JOB DESCRIPTION CHARACTERISTICS
Bachelor's Degree required.
One year of related experience is required, preferably working in an academic and/or healthcare institution research management.
KNOWLEDGE AND SKILLS:
Superior verbal/written English communication skills, including excellent grammatical, editing, and proofreading skills.
Highly proficient with Microsoft Office applications (i.e., MS Word, Excel, Access, PowerPoint, and Outlook), and web browsers.
Ability to work independently and exercise independent judgment.
Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
Knowledge of grant proposal processes and programs
Strong problem-solving skills and exceptional organizational skills; must be proactive and a quick learner.
Proven ability to work with confidential information
Must be a dedicated team player, with a willingness to learn and to share knowledge with the staff.
Boston Medical Center