Staff Assistant I - Reception

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Ragon Institute is a highly unique, innovative, and collaborative research center at the forefront of biomedical science. Founded by Massachusetts General Hospital, MIT, and Harvard, the Ragon vision is a bold one: to harness the power of the immune system to prevent and cure human disease on a global scale. This vision is pursued and advanced every day by a group of highly motivated individuals. The Ragon Institute, at every level, depends upon collaboration, compassion, dedication, and innovation. It is a results-oriented organization that seeks people who not only embrace these values but who thrive in teams and want to work in a dynamic environment.

Under the general direction of the Program Manager, Executive Office, this position will assist in the day-to-day operational activities of a large research center; helping to maintain an efficient and smooth running department. Serving as a first point of contact, this position is primarily responsible for managing the main telephone line, ordering new office supplies, responding to and resolving service, expense reporting and other office related issues. This position is required to be in office 5 days a week.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manage main phone line of the Ragon Institute - answer all calls, answer many miscellaneous questions, take and distribute messages, and transfer calls to appropriate staff members

• Greet public and visitors and direct them to the correct staff

• Sort, and distribute incoming mail; prepare outgoing mail and faxes for distribution

• Processes electronic reimbursements, invoices and vendor check requests for the Executive Office

• Assists with function arrangements such as ordering catering, providing AV equipment, and scheduling of conference rooms

• Provide back up support for all Ragon sponsored events, including but not limited to vendor management, assistance with set up and break down and onsite, day-of event management

• Collaborate with Ragon faculty members and the partner institute (MIT or Harvard) to support

administrative and logistical needs to plan and execute the classes and student programs

• Monitor incoming emails and answer or forward as necessary

• Assist transition of Reception from Ragon 1.0 to Ragon 2.0 including but not limited to creation of new policies and procedures

• Faxing, scanning, and copying of documents

• Maintain office filing and storage system

• Update and maintain databases such as mailing lists and contact lists

• Type documents, reports, and correspondence

• Assist Staff Assistant, Special Projects with event planning and implementation

• Monitor and maintain office supplies

• Perform work related errands as requested such as going to post office or MGH main campus

• Prioritize and organize projects to be completed daily, while successfully meeting multiple deadlines. The ability to multi-task and juggle multiple priorities are essential.

• Complete and process advance authorization forms

• Set up Zoom/ Microsoft Teams conference calls and manage conference room bookings

• Complete work orders as needed

• Performs other duties as requested by office manager and senior staff

EDUCATION:

High school diploma required, some college or Associates Degree preferred

EXPERIENCE:

0 years experience in administrative support

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Strong communications skills

• Must have strong administrative, communication, problem solving and computer skills.

• Strong working knowledge and comfort with various technology, including PC's and MACs, audio/visual equipment and mobile communication devices.

• Must be familiar with standard office equipment and well versed in using MS Office suite

• Must have good telephone manners

• Ability to deal effectively and courteously with a diverse group of internal and/or external customers

• Ability to quickly dispatch and follow-up service requests to completion

• Must be adept at working in a fast-pace environment, demanding strong organizational skills and ability to efficiently and reliably prioritize tasks

• Works well in a team and independently

• A cover letter, resume and references required