GENERAL SUMMARY/ OVERVIEW STATEMENT:
Cerebrovascular Health Labs at the Center for Genomic Medicine seek a Staff Assistant III to join our administrative support team. The incumbent will provide direct administrative support to Managing Co-Director of the McCance Center and lead Principal Investigator of the Cerebrovascular Health Labs Dr. Jonathan Rosand. The incumbent must possess expert knowledge of office information systems, as well as, understanding of the organization, programs and procedures related to the work of the Managing Co-Director and lead Principal Investigator. This position requires discretion and judgment to organize priorities, complete tasks and handle confidential information.
The Staff Assistant III must bring demonstrated talent for coordination and calendar management, possess strong communication skills, and be skilled in Microsoft Office software. They will work independently, with minimal supervision, while also contributing to a team-centric work environment by proactively managing the Managing Co-Director’s schedule; enthusiastically interfacing with many outside departments, vendors, and collaborators; as well as participating in a wide variety of project work. The Staff Assistant III position requires the ability to be well-organized, outgoing, and professional in a variety of settings.
The Staff Assistant III must be excited to work in a fast-paced, clinical and scientific environment to facilitate and ensure all activities are conducted with the highest degree of integrity. Success in this position requires a strong passion and capacity to work with scientists and clinicians from diverse disciplines, ability to thrive in a dynamic, diverse, and inclusive team, and an interest in healthcare or brain health. Finally, we seek an individual who embraces and lives Mass General’s core values of respect, recognition, communication, commitment, trust, innovation, and service.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Relieve Managing Co-Director of administrative detail, screen problems as they present and handle them appropriately using sound judgment and maintaining confidentiality; manage Managing Co-Director’s calendar by screening calls and visitors; function as liaison between Managing Co-Director and all levels of Hospital community as well as the international research community.
Prepare informational summaries in both narrative and statistical formats. Manage the day-to-day operation of the Managing Co-Director’s office, including the Managing Co-Director’s book of projects.
Meet regularly with the Managing Co-Director, Scientific Program Director, Senior Lab Manager and Project Manager(s) concerning duty assignments, projects and miscellaneous problems that may arise.
Keep Managing Co-Director, Scientific Program Director, Senior Lab Manager informed relative to appointments, status of projects and general activities of interest within the McCance Center for Brain Health, the Department of Neurology, Center for Genomic Medicine, Mass General Brigham, the Broad Institute and the local, national and international research communities.
Provide the Managing Co-Director with general administrative support through development, monitoring and control of the administrative process; anticipating needs/problems and suggesting responses, plans, strategies; researching issues and problems, providing background information on policy/practice/procedure; coordinating responses when multiple inputs are required; making appropriate referrals to key management staff or key committees as necessary.
Analyze and evaluate administrative systems and practices, such as record keeping systems, forms control, office layout, staffing requirements and performance standards in order to create new systems; study management methods in order to improve work-flow, simplify reporting procedures or implement cost reductions; develop report and recommendations in connection with same.
Provide a point of trust, sensitivity, and diffusion for the Managing Co-Director’s professional colleagues, trainees, and research collaborators.
Oversee organization of symposia, lectures, and ongoing administrative and scientific meetings.
- Perfoms all duties and responsibilities of Staff Assistant I-III.
- Provides direct support to the Managing Co-Director of the McCance Center for Brain Health in their leadership, scientific, teaching and clinical roles.
- Manage the Managing Co-Director’s calendar, meetings, and correspondence in order to ensure that project milestones are achieved and deadlines are met.
- Project Management – Maintain an understanding of the ongoing scientific projects and programs, including the Managing Co-Director’s commitments to each and expectations of others.
- Communicate with patients, board members and donors in a professional manner
- Draft correspondence on behalf of the Managing Co-Director
- Coordinate all aspects of the Managing Co-Director’s travel
- Independently maintain, track and update files including CV, CME credits and/or other legal and administrative documents.
- Ensure publications are in accordance with the NIH public access policy
- Create and maintain standard operating procedures for the Managing Co-Director’s office
- Handle purchasing, invoice payments, reimbursements, and other payments as instructed
- Ensure the Managing Co-Director’s office remains technologically up to date
- Maintain office supplies
- Maintain familiarity with all applicable Mass General Brigham guidelines
- Coordinate meetings, luncheons, lectures, conferences, including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed
- Perform internet or library research as needed
- Assist the Managing Co-Director with special projects as needed
SKILLS & COMPETENCIES REQUIRED:
- Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required. Proficient with Microsoft Office Word and PowerPoint. General Access and Excel skills preferred.
- Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
- Effective analytical skills.
- Demonstrated ability to work independently, with limited supervision, to resolve issues, well organized, attentive to detail and achieve outcomes within the team. Ability to make decisions quickly and independently.
- Excellent interpersonal/communications skills and political savvy to enable effective interactions with personnel at all levels of the organization to appropriately represent the Managing Co-Director in a positive manner.
- Demonstrated ability to work effectively and courteously with diverse groups of vendors, external stakeholders, patients, staff and individuals in senior leadership roles at Mass General Brigham and throughout the industry
- Ability to take initiative, but also to accept direction and seek guidance appropriately.
- Ability to handle sensitive/confidential matters discreetly and maintain confidentiality guidelines
- Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Discretion and judgment to effectively prioritize multiple concurrent tasks and meet deadlines
- Tactful diplomacy in handling of sensitive issues
- Proactively follow through on tasks assigned and provide periodic updates
- Ability to work as a member of a fast-paced team
- Ability to effectively escalate issues or concerns to appropriate level of leadership
- Minimum Required: High school diploma, GED or equivalent
- Preferred: Bachelor’s Degree
- Required: Minimum 3 years of relevant experience required
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Not Applicable
SUPERVISORY RESPONSIBILITY: Not Applicable
FISCAL RESPONSIBILITY: Not Applicable
WORKING CONDITIONS: Office environment in a research building. Some travel outside campus and after hours may be required.
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.