Senior Administrative Assistant BWH Neurology Cart Part Time

This position provides administrative support to a two clinical research teams studying aging and Alzheimer's disease at Brigham and Women's Hospital and Massachusetts General Hospital. This position provides executive administrative support to Dr.

Buckley and Dr. Chhatwal labs of the Center for Alzheimer Research and Treatment (CART) and Harvard Aging Brain Study.

The individual in this role will maintain complex calendar and travel schedules for Drs. Buckley and Chhatwal.

He or she will collaborate with all members of the Buckley and Chhatwal lab teams, including research assistants, coordinators, post-doctoral fellows, and junior faculty to build and maintain the highest possible standards of service, efficiency and excellence. He or she will also work closely with investigators and the finance manager on the submission of research applications. This is an excellent opportunity for someone who wants to help the Center for Alzheimer's Research and Treatment (CART) continue to grow as a world-class clinical research group.

This position requires high level of responsibility, independent performance of duties with minimal supervision, outstanding prioritization and time management, detailed-oriented administrative support, and high standards of quality and excellence. The candidate must demonstrate expert coordination of multiple priorities, excellent organizational, communication and interpersonal skills. Requires extensive knowledge of Macintosh/Apple computers, and great facility with common office applications.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1.Responsible for the administrative support of the research program, This includes purchasing supplies, scheduling meetings, assisting many investigators with their pre-award NIH grant submissions. This position will also assist investigators with annual progress reports to various funding agencies, which will include managing a schedule for progress report due dates, and deadlines for non-competing renewals/continuation applications.

2.Works on projects, coordinating work, taking initiative using all available resources, following through on issues when needed, applying knowledge as appropriate with little direction.

3.Edits and drafts correspondence, reports, reviews, grants and manuscripts via computer (Mac) using MS Word and other software. Assists with references and assembly of bibliographies using electronic programs (using EndNote and Papers). Updates MyNCBI Bibliographies and ensures PMCID compliance.

Makes editorial changes in materials, including limited rewriting. Independently checks accuracy of content by reference to a variety of sources. Carefully proofreads correspondence, manuscripts and grant applications.

4.Coordinates all aspects of travel schedule for Drs Buckley and Chhatwal in a timely fashion, including itineraries, lodging, ground transportation, registrations, abstracts, etc. Provides background information and materials to meeting organizers.

Submits and tracks expense reimbursements. Maintain calendar and disclosure files and prepares documentation or background material for meetings.

5.Meets with the Program and Finance Managers as needed to discuss and resolve programmatic issues across research projects and hospitals. Communicates staff issues, and plans and implements office systems, policies and procedures.

6.Assists with the program coordination of Visiting Speakers, Fellowship Programs, and the External Scientific Advisory Board members for an NIH Program Project grant. Responsible for preparing meeting agendas, recording and transcribing meeting minutes, and initiating honoraria checks for ESAB members.

7.Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor's or Master's degree preferred

• 2-3 years of administrative experience required, preferably in medical research or academic setting

• High level proficiency in a Macintosh environment w/ knowledge of MS Word, PowerPoint, Excel, Adobe, and Bibliography Software (EndNote and Papers).

• Excellent typing and proof-reading skills

• Ideally, some knowledge of medical terminology and familiarity with medical records systems

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

Ability to work well independently or to carry out responsibilities accurately with minimal supervision, using discretion and judgement to complete work. Must be able to prioritize tasks according to and within established study protocols, coordinate multiple tasks, and meet deadlines.

Ability to problem solve and troubleshoot. Ability to analyze a situation and determine the best course of action within established guidelines.

High level proficiency with Macintosh/Apple computers required, and the ability to learn new software quickly and troubleshoot technological problems.

Good writing and excellent proofreading skills, including memo/letter composition, superior knowledge of grammar, as well as spelling and punctuation. Excellent attention to detail in correspondence and research materials is required.

Superb organizational skills to accomplish a variety of responsibilities and to establish and maintain efficient systems.

Basic math knowledge with some knowledge of bookkeeping.

Discretion, confidentiality, and excellent interpersonal skills to be able to interact with a variety of people in person, via e-mail, and on the telephone.

Ability to work well under stress and within deadlines; clinical research is a very busy and demanding environment.

Experience and facility with word-processing and computers with typing speed of 60-70 wpm.

Advanced understanding and use of medical terminology

Experience in typing and referencing medical research manuscripts and grants preferred.

Ideally seeking dynamic individual who desires high level of administrative responsibility and wants to grow within a rapidly expanding cross-hospital program.

WORKING CONDITIONS:

Variable workload may cause frequent interruptions and the need to shift from task to task prior to completion and will present time pressure production on situations such as grant preparation deadlines.

SUPERVISORY RESPONSIBILITY:

Indirect oversight of 12 FTE research staff.