Senior Administrative Assistant Research Neurology Nrsa Team Lead

Working in collaboration with the Director of Neurology Research Faculty, Fellow and Staffing Affairs (NRSA), within the Neurology Research Administration Central Office, the NRSA Team Lead will function in a fully remote environment.

The BWH DoN Research Community is comprised of 14 Divisions inclusive of 5 Centers. The Staffing portfolio of 584 includes: 127 Monthly Paid Faculty and Research Scientists, 118 Pre & Post Doctoral Research Fellows, 214 Weekly Paid Administrative/Central/Scientific Support Staff and 125 Sponsored Staff Members. The BWH DoN Research Program is the second largest Research entity at BWH with 116M in Research Revenue and is inclusive of a large International Program comprised of 152 current Visa holders representing 30 Countries.

Focus will be on NRSA action items associated with an annual average of 300 incoming, 584 existing and 160 departing staff for our research community. Candidate must possess a high functioning level of independence, efficiency, responsibility, professionalism, time priority management, attention to detail and discretion.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

TEAM LEAD

• Works closely with NRSA Director to contribute to the development and operationalization of system integration and transparency initiatives inclusive of standard operating procedures to ensure efficient and timely process and flow of on-boarding and departing staff.

• Works closely with NRSA Director and NRSA Project Specialist to operationalize requirements associated with Departmental and Institutional Initiatives. (Workday, UKG, MGB DoN Academic Department Integration etc.)

• Position required to be hands-on to assign tasks, prioritize workflow, set expectations, to mentor and assist NRSA Staff. Position is actively involved in the recruitment, supervision, training, evaluation of NRSA positions.

• Fosters productive and collaborative relationships within NRSA Team, across the DoN Research Community and with our MGB Central Offices.

• Maintains a close working relationship with DoN Research Finance Team and maintains a clear understanding of the ways in which our offices need to work efficiently and seamlessly together.

• Ensures NRSA has well maintained and robust Tracking Systems/Shared Drives.

• Position is required to be cross trained, providing coverage and assistance with NRSA volume.

• Serves on Departmental and Institutional Workgroups and attends MGB System wide Town Halls and forums to maintain/contribute/execute/communicate initiatives. (NRSA Team/NRSS Team/NRSS Management/DoN Research Orientation etc)

EMPLOYMENT

• Works closely with and provides direct guidance to NRSA Coordinator to ensure efficient and transparent pathways relating to timely flow of departmental requirements associated with Weekly Paid Employment On-Boarding (Taleo Postings/Applicant Recruitment/Salary Offers)

• Works closely with and provides direct guidance to NRSA Coordinator to ensure efficient and transparent pathways relating to timely flow of departmental requirements associated with Monthly Paid Employment On-Boarding (Salary Offers/Amendments/HRProStaff On-Boarding requirements)

• Works closely with NRSA Team and is a contributing Team Member within the DoN Research Orientation Workgroup to develop a revised, transparent, efficient, beneficial DoN Research Staffing Affairs Orientation process for all Incoming Staff Members

• Working with NRSA Timekeepers, maintains a clear understanding of the UKG Time Reporting System and ensures NRSA in compliance institutional and departmental SOP's. Assists NRSA Timekeepers with complex issues for resolve. Works closely with NRSA Project Specialist and NRSA Director to review and act upon high level weekly reporting.

• Maintains a close working relationship with the HRProStaff Team (Monthly Employment) & Talent Acquisition Team (Weekly Employment)

HARVARD MEDICAL SCHOOL

• Works closely with NRSA Director and the NRSA Project Specialist to understand the process associated with Faculty and Fellow HMS Academic Affiliations as it relates to Initial Appointments, Reappointments and Promotions. Understands the relationship between NRSA and the DoN Academic Affairs Office.

INTERNATIONAL SPONORSHIPS

• Works closely with and provides direct guidance to NRSA Coordinator to ensure efficient and transparent pathways relating to timely flow of departmental requirements associated with Initial On-Boarding Requests (J1, J1 Student Intern and H1B Visa Applications)

• Serves as the point of contact for E, O and Green Card Applications to mentor and coordinate submission of departmental requirements to Immigration Law Firms.

• Works closely with and provides direct guidance to NRSA Coordinator to ensure efficient and transparent pathways relating to timely flow of departmental requirements associated with Active Visa Holders in Employment and Sponsored Staff Status. (Renewals| Amendments| Transfers| Travel | Fees | I9 Immigration Compliance | Letters | Exit Processes)

• Maintains a close working relationship with the Harvard International Office (HIO), the Office for Global Professionals and Scholars (GPS) and the Human Resources I9 Verification Srvc

RESEARCH COMPLIANCE

In collaboration with NRSA Director, works with Research Compliance and MGB Central Offices to navigate options and resolve of complex on-boarding/offboarding requests to ensure compliance. (Research Compliance/Human Resources/International Office)

SPONSORED STAFF (OSSVS)

• Works closely with NRSA Coordinator to process and ensure timely flow of departmental requirements associated with Initial OSSVS On-boarding Requests.

(Research Observers | Trainees | Sponsored Employee | Collaborator | POI Contractors)

• Works closely with NRSA Coordinator to process and ensure timely flow of departmental processing requirements associated with Active Sponsored Staff Members. (Renewals | Stipends| Exit Processes)
• Maintains a close working relationship with the Office of Sponsored Staff (OSSVS)

QUALIFICATIONS:

• Bachelor's degree, master's preferred.

• Progressive years of relevant experience preferred.

• International/cross cultural experience preferred.

• Special attention will be afforded to applicants with international relations and immigration processing

• Special attention will be afforded to applicants with experience supervising, mentoring and building collaborative relationships

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Ability to work well independently and as a contributing Team Member a priority.

• Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.

• requires the ability to multitask to prioritize meeting deadlines

• Strong organizational, time priority management, database management and attention to detail required.

• Ability to build professional and collaborative relationships that require demonstrated analytical and problem solving skills to move initiatives forward with demonstrated professionalism and integrity.

• Discretion, sensitivity, diplomacy and confidentiality required

• Successful candidates will have a mature, positive, and helpful nature, will bring enthusiasm, customer service and commitment to administrative work and will be able to work in a dynamic and fast paced environment.

WORKING CONDITIONS:

Fast paced environment with required willingness to work occasional evenings and week-ends during key periods.