Staff Assistant III

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Vincent Center for Reproductive Biology consists of basic and clinical scientists of the Ob/Gyn Department at MGH whose primary research emphasis includes infertility, aging and cancer as they pertain to the ovary and uterus.

The Staff Assistant III performs duties of a responsible and discretionary nature to assist the Director of the VCRB, Sr. Administrative Manager, Faculty, Associate Faculty, and staff. The position serves as a resource to other VCRB employees at all levels and acts as liaison between VCRB and Department of Ob/Gyn Offices. The Staff Assistant III works independently, receiving minimal supervision and guidance, and possesses expert knowledge of office routine, machines, and information systems, as well as an understanding of the organization, programs and procedures related to the work of the Center staff. Additional duties include purchasing, accounts payable, and database management, and preparing documents needed for grant applications. Additionally, the Staff Assistant III will coordinate various HR functions for non-clinical, research personnel, including new hire coordination, visa requests for foreign nationals, and the onboarding of research non-employees across the department. Daily responsibilities will also encompass scheduling of administrative meetings, calendar management, coordinating activities with other departments and hospital leadership, and helping the Administration with department projects and initiatives. The candidate must have well-developed organizational and communication skills capable of working independently to produce consistent quality work with minimal supervision and guidance.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Office Coordination:

• Meets regularly with the Sr. Administrative Manager concerning daily assignments, long-term assignments, policies and procedures, assigned projects, supplies and equipment and related problems.
• Point of contact for all office equipment upgrades and renovations.
• Manages professional schedules, calendars, appointments, etc. of VCRB faculty.
• Assists VCRB Director with presentations to various entities, including the Vincent Board of Trustees, Vincent Club, national meetings and conferences etc.
• Assists the Sr. Administrative Manager and Principal Investigators in preparing presentation materials, reports, and mailings.
• Maintains active lists of departmental and cross-departmental employees who have been granted access to our restricted floor. Reviews the list regularly.
• Processes check requests for clinical research payments, employee business expense reports, and petty cash requests as needed.
• Assists with coordinating meetings related to development and management of the MGH GYN tissue bank
• Assists with coordinating meetings, preparing reports and certifications for clinical research fellowship program
• Books travel arrangements (flights, hotel reservations, meeting registrations) for Research faculty and staff after comparing costs, schedules, etc.
• Creates, updates, and maintains various confidential spreadsheets for purchase order tracking and other expense tracking on a monthly basis. Cross checks expenses to the general ledger in Insight.
• Orders and sustains office supplies for VCRB. Coordinates and accepts daily deliveries and for the center including lab orders.
• Serves as liaison for the VCRB and the Ob/Gyn department. Requires travel to and from VCRB and Ob/Gyn offices to distribute and pick up communications as needed. Attends meetings as appropriate.
• Routinely monitors and edits VCRB web pages and update as necessary or as VCRB faculty requests.
• Coordinates annual photo shoots.
• Coordinates the weekly VCRB Seminar Series; responsible to maintaining the scheduling of speakers and assists with logistical planning.
• Handle issues related to the marketing department and the VCRB, usually pertaining to journals, publications, news media visits, etc.
• Maintains Director's CV on a regular basis.
• Resolves day-to-day administrative problems. Troubleshoots problems and takes measures to correct them.
• Takes detailed, accurate minutes of VCRB faculty meetings and distributes to all VCRB faculty and staff.
• Sends out email reminders and departmental correspondence to VCRB faculty and staff.
• Performs photocopying, faxing, filing as requested. Implements innovative strategies for improved organization.
• Categorizes and archives files for storage (including confidential information). Coordinates with outside storage vendors for box delivery and pickup once archived.
• Coordinates room and equipment reservations, and catering for lab meetings, guest speakers and lecturer.
• Assists with the Annual Faculty Research Retreat
• Proofreads, edits, prints and completes various letters for senior level staff members.
• Keeps Director and Sr. Administrative Manager informed of department activities, schedule of appointments, status of projects, and relevant department problems and needs.
• Coordinates telephone and computer hardware and software purchases and upgrades. Maintain an inventory of equipment.
• Place technical and buildings and grounds support calls and orders office and break room supplies.
• Assists with maintenance support for computers, telephones, copier and fax machines as needed.
• Picks up and drops off mail to the MGH mailroom daily. Screens and triages staff mail on a daily basis; responds to correspondence on behalf of as appropriate.

Human Resources/Recruitment:

• Assist and orients incoming new (and returning) employees, temps and non-employees to the center upon arrival.
• Assist with departing employees; coordinates lab bench clean up with Laboratory Manager, and coordinates administrative logistics for the Sr. Administrative Manager.
• Assist the Sr. Administrative Manager with posting positions; distribute resumes and schedule interviews as needed. Manages job descriptions.
• Act as departmental liaison and primary point of contact to Partners International Office for Processionals and Students for all research staff. Processes visas for foreign national research staff. Maintains a general working knowledge of visa categories and types.
• Processes the on boarding of Research students and Non-Employees. Tracks start and end dates and notify management when they should be terminated in the system.
• Maintains search files for all research employees.
• Processes visas for all visa nationals hired to the center. Works directly with the PIPS office on the visa application process. Attend annual trainings.
• Coordinates the credentialing for incoming Research Fellows with the department's credentialing coordinator.

Research Coordination:

• Attends Partners Research Administration trainings for pre-award.
• Assists with grant proposal preparation as assigned. Prepares detailed budgets and justifications and gathers documents from all personnel included in the proposal.
• Creates Insight record and performs data entry of grant application materials into sponsor forms according to funding agency guidelines.
• Prepares/updates physician/scientist's curriculum vitae, biographical sketch, and other support according to format required by funding agency.
• Performs literature searches and maintains an accurate PI Bibliography.
• Assists laboratory manager with preparation of correspondence, mailing, and overnight delivery as needed.
• Serves as a backup for laboratory supply ordering, service calls for maintenance and repairs, etc. in the absence of the laboratory manager. in the absence of the laboratory manager.
• Assist with preparing and organizing materials for presentations at national meetings.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• PC and Mac competency
• Must maintain confidentiality at all times
• Knowledge of spreadsheet and database systems
• Excellent typing and word processing skills
• Ability to work independently
• Ability to prioritize work
• Excellent customer service and interpersonal skills

EDUCATION:

Bachelor's Degree in Business, or related field

EXPERIENCE:

Minimum of 1-2 years of related administrative experience

Special consideration will be given to candidates with grants administration experience

WORKING CONDITIONS:

Administrative office.