GENERAL SUMMARY/OVERVIEW STATEMENT:
The J. Philip Kistler Stroke Research Administrative Assistant provides administrative and clerical support to the Stroke Research Unit. Performs various administrative functions, including, but not limited to: reception, clerical support, patient/research subject scheduling, answering and acting on phone calls, meeting/event preparation, and general office duties. Works independently in close day to day cooperation with the Stroke Research Staff.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Function as office receptionist; screen phone calls and relay messages, greet people coming into the office, ascertain their needs and direct or escort them to the appropriate person or office; give routine information within guidelines of established policy and procedure.
Performs administrative projects and other duties as assigned to ensure the efficient and effective functioning of the office.
Make detailed arrangements for meetings and seminars for investigators and staff including: room arrangements inc. and set up/break down of room, refreshments, audio-visual aids, communications, guest speakers, and other related details.
Provides filing, copying, typing and faxing for investigators and management. Reproduce and collate bulk material for distribution.
Operates and maintains all suite office machines including faxes, printers, phones, computers, conference room equipment and copiers. Arrange for equipment maintenance or repair and keep printers and faxes stocked with paper.
Maintains and keeps all common areas in the suite organized and clean including the conference room, patient rooms and kitchen. Some examples include: organize and execute regular refrigerator clean outs, empty recycling bins in halls, keep conference room seating neat and white board clean, make sure blood processing areas are clean and maintained.
Maintains staff research regulatory files for stroke research including CVs, trainings and licenses and communicates with staff about requirements.
Maintains non-confidential staff HR files for stroke research including training and occupational health documentation. Communicates with staff about requirements.
Facilitates staff on-boarding and off-boarding process including collection of documentation, training and suite orientation.
Coordinates interviews with candidates for posted positions, collects necessary documentation and maintains records.
Monitors research funds using web-based financial systems. Maintain responsibility for inventory, tracking and ordering of study and office supplies and electronics. Tracks and reconciles these purchases.
Collects and submits employee reimbursements. Tracks and reconciles these reimbursements.
Maintains detailed spreadsheets of research spending. Create and maintain spreadsheets for overviews of research budgetary and spending information as needed by the Principal Investigator and Program Manager
Tracks and orders office and research supplies; requisition supplies, printing, maintenance, and other services
Negotiates and prepares service contracts and standing purchase orders as needed
Maintains storage area and regularly send and track materials to be archived.
Compiles and organizes patient mailings for research projects.
Collects and distributes incoming mail and faxes on a daily basis. Assists with FedEx mailings.
Coordinates lab coat laundry drop off and pick up.
Act as a liaison to other MGH Departments as required and directed.
Contacts Information Services, Help Desk, MGH business and ancillary departments to facilitate and expedite services and to resolve operational problems.
High school diploma required. 2 or 4 year college degree and/or formal secretarial training/certificate program preferred.
Minimum of 1 to 2 years of related experience, preferably in a clinical or research setting.
Knowledge or Basic Word Processing software
Knowledge of Computerized Scheduling Systems
Excellent interpersonal and communication skills including written business communication
Ability to provide a high level of prompt and courteous service to patients and staff
Strong organizational skills
Ability to operate various office machinery such as a copy or fax machine
Ability to problem solve
Knowledge of medical terminology helpful
Massachusetts General Hospital