Administrative Coordinator

Mass General Brigham•Boston, MA

13d•Onsite

About The Position

The Healey & AMG Center for ALS at Mass General unites the world’s leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is comprised of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS. Clinical research is the only way to develop new therapies for the treatment of ALS, which is one of the strategic initiatives at the core of the Healey & AMG Center for ALS and the Neurological Clinical Research Institute (NCRI). Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will act as the “information hub” for the Healey & AMG Center for ALS. The Administrative Coordinator will develop and assemble Healey & AMG Center information and effectively communicate with the research community. The coordinator is responsible for coordinating the planning, management, and implementation of special events and collaboration on marketing projects and communications initiatives, including collateral design, website, electronic communication, social media, etc. The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and a willingness to participate in multiple activities and provide support by working with the team.

Requirements

High School Diploma or Equivalent required
Experience in an administrative role, preferably in a healthcare setting 5-7 years required
Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Ability to work independently with minimal supervision.
Strong attention to detail and problem-solving skills.
Familiarity with hospital administration processes and healthcare regulations.
Professional demeanor and ability to interact effectively with all levels of staff.
A professional, creative, innovative college graduate with a bachelor’s degree in science, business, communications, or a related field
Demonstrated ability to work independently and as part of a team
An outcome-focused, self-starter experienced at working with fundraising, healthcare, or non-for-profit entity
Event planning experience is a must
Proficiency with Microsoft Office, including PowerPoint, Excel, and Word.

Nice To Haves

Associate's Degree Business Administration preferred
Associate's Degree Related Field of Study preferred
Experience supporting senior-level staff 1-2 years preferred
InDesign, Illustrator, and Constant Contact experience a plus

Responsibilities

Maintains calendar and calendar items for Healey & AMG Center
Schedules meetings, phone calls, and video conferences
Organize, plan, and notify staff about meetings and appointments
Use independent judgment in setting priorities and proposing alternatives to meetings
Resolve conflicts and prioritize meetings by calling calendar issues to staff’s attention in advance of the deadline
Send out timely notification of scheduled meetings
Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices
Plan for meeting sites and nourishment as directed by MGH guidelines
Serves and attend to other details as directed
Maintain daily appointment calendars for the Sr. Director and Co-Director of NCRI
Arrange and schedule meetings, interviews, and appointments to include coordination with external organizations.
Organizes, schedules, and reserves conference rooms for meetings.
Send out timely notification of scheduled meetings; plan for meeting site, prepare agenda, set up/reserve A/V equipment for presentations, and coordinate with catering as needed.
Collaborate with departmental leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies
Serves on the Engagement Committee on behalf of Sr. Director of Healey & AMG Center and supports events as needed (expenses, approval forms, etc.)
Provides administrative assistance for employment search committees
Prepares and manages files and applications
Arrange interviews
Manages applicant communications
Follows HMS institutional-level hiring guidelines, including but not limited to, applicant tracking and reporting
Manages appreciation letters to donors for all Neurology and Healey & AMG Center donations received for the departmental chair
Arranges occasional in-person meetings with donors and supports on-site visits
Assist with the training of new administrative staff members, including but not limited to: Reviewing MGB, MGH, and NCRI resources, Reviewing job-specific MGB, MGH, and NCRI best practices, Reviewing relevant internal and external software platforms and other resources
Provides guidance around troubleshooting issues as they arise
Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required
Provide back-up coverage for the front desk as necessary.
Cross-covers for other staff members for breaks, lunches, vacations, etc., and during variations in workflow as needed/requested (including staff support to the Director of Healey Center)
Maintain updated physician CVs
Assists with the renewal of annual physician memberships and medical licenses, as well as file management of the aforementioned documents
Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders in accordance with MGB purchasing policies and procedures.
Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable in a timely and accurate manner.
Maintains Healey & AMG Center Project and task lists, and related documents assigned.
Manages Healey & AMG Center for ALS inbox, acting as operator for all incoming emails, directing them to the best ALS patient resources, or redirecting to departments/persons best suited to handle inquiries/financial invoicing, Pharmaceutical Applications for Platform Regimens, data requests, therapeutic studies, etc.
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, CVs, and other related documents at the highest level of proficiency.
Organizes materials for presentations; retrieves articles from libraries or online sources as requested.
Arranges for the needs of outside visitors as requested.
Reviews mail (including email), answers when appropriate, and/or forwards to appropriate people.
Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
Supports NCRI Directors as needed
All other duties as assigned
Coordination of Healey and AMG Center-hosted events
Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining, audio-visual requirements, and arranging visitor schedules.
The coordinator will research and negotiate with venues, hotels, and other vendors as needed.
Oversee all financial aspects (i.e., budget oversight, manage travel reimbursement, etc.) in collaboration with the Sr Director of Healey & AMG Center, Grant Administrator, and Principal Investigators with the NCRI
Maintain financial records/documentation for reconciliation of “My Wallet” expenses
Obtain appropriate approval for events
Manage invoicing and post-event billing with venues
Ad hoc assistance with travel reimbursements for both NCRI employees and non-employee affiliates
Assisting with development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc.)
Managing on-site registration, audiovisual requirements/needs, and any venue or travel-related issues as they arise
Preparing, finalizing, and distributing meeting minutes to all attendees
Responsible for maintaining current contact lists and reference materials
Assists with communicating changes to website layout and design with Marketing
Provides communications support and expertise across the Healey & AMG Center using excellent writing skills
Maintains an electronic library of communications-related materials, including graphics, logos, templates, photos, and PowerPoint slides and presentations
Provides videoconference support for all Healey & AMG Center activities and training for other administrative staff on the use of equipment and services.
Monitors the Healey & AMG Center social media account(s)