Administrative Assistant II (Research) - Joslin Diabetes Center
About The Position
Under minimal supervision and with advanced proficiency, the Administrative Assistant II provides direct administrative support to several Research Principal Investigators (PIs) and laboratory personnel in the Joslin Diabetes Center Research Division. The role supports smooth division-wide operations and coordinates administrative work across investigators, laboratories, and internal departments. The position handles calendar and meeting coordination, correspondence, research-related documents, personnel onboarding, travel and reimbursement, records and forms, supply orders, and administrative cross-coverage. It also supports grant and publication materials, including biosketches, Harvard CVs, bibliographies, and NIH publication compliance tasks.
Requirements
- Minimum of 2 years of administrative experience.
- Excellent computer skills, including proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote and/or Reference Manager, and Workday.
- Ability to work under frequent disruptions.
- Ability to proactively manage projects and resolve conflicts independently with minimal supervision.
- Excellent organizational skills.
- Ability to prioritize work, meet deadlines, and work under pressure.
- Ability to coordinate multiple tasks according to their relative priorities.
- Ability to communicate effectively across all departments, including with the administrative team.
- Ability to use discretion in confidential matters.
- Ability to read, write, and articulate in English.
- Ability to draft and proofread correspondence and other documents as directed.
- Transcription skills are required.
Nice To Haves
- Bachelor’s degree or equivalent work experience preferred.
- Prior administrative experience in a research or academic setting is strongly preferred.
- Knowledge of scientific terminology is preferred.
Responsibilities
- Work independently, prioritize activities, and manage multiple projects simultaneously.
- Support division-wide initiatives to maintain smooth operations across the Research Division.
- Serve as a liaison with Human Resources, the Office of Sponsored Research, Fiscal, and other Research Divisions within Joslin Diabetes Center.
- Coordinate calendars and events for investigators and their departments; organize lab meetings, coordinate schedules with lab members, collaborators, and faculty, and maintain up-to-date to-do lists.
- Draft emails and letters, receive and distribute information, and distribute mail.
- Assist with preparing and editing grant applications and related materials in collaboration with Research Administrators, including biosketches and letters of support or collaboration.
- Provide cross-coverage and backup support for the administrative team as needed.
- Assist with onboarding new personnel.
- Arrange travel and process reimbursements.
- Create and maintain Harvard CVs and biosketches for personnel.
- Use PubMed to download articles for PIs as needed.
- Maintain PMCID numbers for required peer-reviewed publications, including manually depositing manuscripts to maintain NIH compliance.
- Maintain records, process forms, and create and submit expense reports.
- Use EndNote and Reference Manager to create bibliographies and cite references for grants, manuscripts, and other documents as requested.
- Order laboratory and office supplies for assigned laboratories.
- Arrange meetings, including ordering food, setting up computers, projectors, and presentations, and composing meeting minutes as requested.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
