Senior Administrative Assistant (Communications and Outreach Coordination)

Mass General Brigham•Somerville, MA

3d•$21 - $30•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. This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff. 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 Northeast ALS Consortium (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 the supervision of the Director of Research Operations, the Communications & Outreach Coordinator will act as the “information hub” for the NIH-funded Network for Excellence in Neuroscience Clinical Trials (NeuroNEXT) for all infrastructure-related activities. The NeuroNEXT Network consists of 1 Clinical Coordinating Center (NCRI/MGH), 1 Data Coordinating Center (U Iowa), and 14 Clinical Study Sites that enroll participants in various clinical trials funded by NINDS and conducted via the Network. The Communications & Outreach Specialist will provide operational support to (1) the NeuroNEXT Executive Committee (NEC), including but not limited to bi-weekly teleconferences and in-person meetings annually; (2) the NeuroNEXT Clinical and Data Coordination Center leadership team, including monthly calls with a representative from NINDS, and in person meetings annually; (3) the NeuroNEXT pre-award team that meets weekly; and (4) various Network Committees that have meetings monthly. In addition, this person will be responsible for drafting and distributing a monthly newsletter to the Network, providing periodic updates to the NeuroNEXT Network website, and assisting with Network-wide webinars. 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 or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred
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 bachelor’s degree or equivalent level of experience is preferred
5-7 years of related experience
Superior research and writing skills.
Strong technical skills.
Superior interpersonal communication skills; ability to interact effectively with a variety of persons with different backgrounds and knowledge sets
Excellent organizational and management skills
Strong analytical and computer (MS Office) skills
Independent judgment and problem-solving skills
Careful attention to detail
Excellent interpersonal and communication skills
Ability to work with outside vendors to plan and operationally manage administrative aspects of the NeuroNEXT annual meeting and other Network infrastructure-related meetings (NEC, Network leadership, etc.)
Ability to understand and assist with budgetary aspects of meeting planning, including management of travel reimbursements for attendees
Ability to work well under pressure and under deadlines
Ability to handle sensitive information
Ability to work independently but as part of a team
Strong professionalism

Nice To Haves

Experience supporting senior-level staff 1-2 years preferred
Previous experience in a clinical research setting preferred, but not required.

Responsibilities

Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
Prepare, review, and edit reports, presentations, and other documents.
Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
Organize and maintain office files, both electronic and physical.
Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Arrange logistics for internal and external meetings, including room bookings and catering.
Serve as the primary point of contact between executives and internal/external stakeholders.
Draft and distribute memos, announcements, and other communications as directed.
Oversee office supplies inventory, ordering, and distribution.
Ensure office equipment is properly maintained and serviced.
Coordinate with IT for technical support and equipment needs.
Assist in the planning and execution of special projects and events.
Monitor project time lines and ensure deadlines are met.
Responsible for staying well-informed about NeuroNEXT Network activities and communicating updates to the Network and the public.
Develops, coordinates, and maintains materials on the Network website (www.neuronext.org) related to overall Network operations and specifically the CCC
Develops, coordinates, finalizes, and distributes Network-level newsletters monthly
Provides administrative support for the Director, including: Screens and manages issues as they are presented; troubleshoots and provides effective solutions using sound judgment, and maintains confidentiality
Manages travel and requests for reimbursement
Attends and participates in NeuroNEXT meetings and committees to keep abreast of current activities within the Network
Provides webinar and videoconference support for all Network infrastructure activities and training for other administrative staff on the use of equipment and services
Provides operational support to the NeuroNEXT Executive Committee (NEC), including: Scheduling and distributing materials for in-person meetings
Preparing, finalizing, and distributing meeting agendas and meeting minutes in collaboration with the Director, NEC Co-Chairs, and colleagues at the Data Coordinating Center
Scheduling committee chairs to present quarterly NEC updates
Manages Network-level policies and guidelines, updating and distributing them as needed
Assist with planning and execution of all aspects of the annual NeuroNEXT Network meeting, with 100+ attendees from across the US
Manages operational aspects of in-person meeting planning and execution, including: Handle catering requests for meetings, venue research, and selection for an on or off-site meeting
Oversee all financial aspects (i.e., staying within budget, managing travel reimbursement requests, etc.) in collaboration with the Director and appropriate Grant Administrator
Communicating with and distributing meeting materials to all meeting participants
Assist with the development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc.)
Manage on-site registration, audiovisual requirements/needs, and any venue-related issues as they arise
Prepare, finalize, and distribute meeting minutes to all attendees
Provide operational support to the NeuroNEXT leadership team, pre-award team, and various Network committees, including: Scheduling and distribution of materials for all teleconferences, webinars, and video conferences
Work with meeting leaders to prepare, finalize, and distribute meeting agendas and minutes
Assist the Conflict-of-Interest Committee in requesting and collecting annual updates on Network-related conflicts from members of the Coordinating Centers and Clinical Study Sites
Assist the Education Committee in conducting various educational webinars and the logistics of sharing recorded training via the NeuroNEXT website
Assist with compiling materials (site interest, NIH bio sketches, enrollment projection tables, etc.) for NeuroNEXT grant applications with a high level of proficiency
Provide logistical support to external entities
Other duties as assigned within the scope of the role