Administrative Assistant II (Research) - Joslin Diabetes Center

Beth Israel Lahey Health•Boston, MA

About The Position

The Administrative Assistant II provides direct administrative support, under minimal supervision and with advanced proficiency, to several Research Principal Investigators and lab personnel in the Joslin Diabetes Center Research Division. The position supports division-wide initiatives and helps maintain smooth operations across the Research Division, working independently while prioritizing activities and managing multiple projects. The role coordinates calendars, meetings, events, and communications; supports grant preparation and related documentation; assists with onboarding, travel, reimbursements, records, and expense reports; and manages research-related reference materials and publication compliance tasks. It also orders laboratory and office supplies, provides cross-coverage for the administrative team, and performs other duties as assigned. Beth Israel Lahey Health requires staff to be vaccinated against influenza as a condition of employment. The listed base hourly pay range is $15.00–$24.00; actual compensation may vary based on factors including seniority, education, training, experience, certifications, work location, responsibilities, and applicable additional pay practices.

Requirements

Minimum of 2 years of administrative experience.
Excellent computer skills, including proficiency with Microsoft Outlook and Microsoft Office Suite, Adobe Acrobat, EndNote and/or Reference Manager, and Workday.
Ability to work independently and proactively manage projects and resolve conflicts with minimal supervision.
Excellent organizational skills.
Ability to prioritize work, meet deadlines, work under pressure, and coordinate multiple tasks according to their relative priorities.
Ability to communicate effectively across 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.
Ability to work under frequent disruptions.

Nice To Haves

Bachelor’s degree or equivalent work experience preferred.
Prior administrative experience in a research or academic setting strongly preferred.
Knowledge of scientific terminology preferred.

Responsibilities

Provide direct administrative support to several Research Principal Investigators and lab personnel in the Joslin Diabetes Center Research Division.
Support division-wide initiatives to maintain smooth Research Division operations.
Liaise with Human Resources, the Office of Sponsored Research, Fiscal, and other Joslin Diabetes Center Research Divisions.
Coordinate calendars and events for investigators and their departments; organize lab meetings; schedule 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 with 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 Principal Investigators 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 management software to create bibliographies and cite references for grants, manuscripts, and other documents as requested.
Order laboratory and office supplies for assigned labs.
Arrange meetings, including ordering food, setting up computers, projectors, and presentations, and composing meeting minutes as requested.
Perform other duties as assigned.