Administrative Assistant II

Mass General Brigham•Somerville, MA

18h•Hybrid

About The Position

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham. Summary Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role. The Neurological Clinical Research Institute (NCRI) develops, designs, supports, and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Network of Excellence in ALS (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS). Under supervision of the Office Manager, the Administrative Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar). Daily responsibilities will include planning for face-to-face conferences, virtual conferences, and meetings, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed. The Administrative Assistant II will also provide all other duties or special projects that are unit-specific and are appropriate to the position. The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

Requirements

High School Diploma or Equivalent required or Trade/Technical/Vocational Diploma
Related Field of Study preferred
Can this role accept experience in lieu of a degree? No
administrative Assistant or Secretarial Experience 2-3 years required
Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.
Proficiency in MS Office.
Ability to proofread and edit written documents.
Ability to use phone system.
Managing one's own time and the time of others.
Strong verbal & written communication skills.
Strong interpersonal, written and oral skills.
Ability to use standard office equipment.
Knowledge of medical terminology, or secretarial training, a plus
Effective interpersonal, communication, organizational, and problem-solving skills
Demonstrates attention to detail
Strong word processing skills (Microsoft Word).
Working knowledge of Microsoft Excel, Access, and PowerPoint
Ability to work independently as well as be a member of the team
Ability to prioritize work
Ability to take detailed meeting minutes

Nice To Haves

Familiarity with medical terminology.

Responsibilities

Prepare reports, meeting minutes and correspondence.
Create and edit documents, spreadsheets and presentations.
Manage schedules, arrange appointments and itineraries.
Coordinate meetings, travel, conference calls, and complete expense reports.
Answer and transfer phone calls.
May perform transcription and proofread and edit literature, prepare applications for department.
Remain knowledgeable of business unit policies.
May make contacts of a sensitive, complex, and confidential nature.
Completes routine tasks under moderate supervision.
Performs other duties as assigned
Complies with all policies and standards
Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meetings
Supports planning and travel logistics of network-related meetings and conferences
Process NCRI reimbursements and non-employee reimbursements
Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis
Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency
Assisting with administrative activities related to the governance committees of a trial, including but not limited to the Executive Committee, Patient Advisory Committee, Design Committee, Biomarker Committee, and updating and maintaining conflict of interest forms and trackers
Planning, attending, and assisting with logistical activities for the project-related in-person, hybrid, and remote meetings.
Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for the smooth functioning of workflow
Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons
Maintains calendar items for the project
Troubleshoots routine/non-routine problems and takes measure to correct/handle issues
Conducts literature searches and web searches and organizes findings
May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.)
Assists with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks
Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
Maintains study distribution lists
Processing Platform binder requests