Staff Assistant III-Swoboda Lab

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Reporting to the Project Manager, the incumbent will provide administrative support to the Director of the Neurogenetics Program. 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 Director of the Neurogenetics Program. This position requires discretion and judgment to organize priorities, complete tasks and handle confidential information.


Assist the Director of the Neurogenetics Program and Senior Research Lab Manager with administrative detail, screen problems as they are presented and handle appropriately using sound judgment and maintaining confidentiality; manage the Director’s calendar by screening calls and visitors; function as liaison between 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 Director’s office.

Meet regularly with the Director of the Neurogenetics Program and Project Manager concerning duty assignments, projects and miscellaneous problems that may arise.

Keep Director of the Neurogenetics Program and Project Manager informed relative to appointments, status of projects and general activities of interest about the Department of Neurology, Center for Genomic Medicine, Neuroscience Intensive Care Unit, MGH Institute for Brain Health, Neurosciences Institute, Partners and the local, national and international research communities.

Provide the 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.

Assist the Project Manager in determining agenda items and collect/compile background material for the Director’s meetings. Provide information and reports on highly confidential data as needed.

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.

Act as a point of contact and resource for Director of the Neurogenetics Program’s colleagues, trainees and research collaborators

Oversee the organization of large symposia, lectures, and ongoing administrative and scientific meetings.

Assist the Project Manager with tasks related to the initiatives of the Director of the Neurogenetics Program’s

Assist with pre- and post- grant award management under the supervision of the Project Manager.

Assist Project Manager with monitoring of funds related to pre- and post- grant awards.

Specific Tasks:

  • Provides direct support to the Director of the Neurogenetics Program
  • Manage Director’s calendar, schedule meetings, and handle correspondence
  • Coordinate all aspects of travel for the Director
  • Independently maintain, track and update files for the Director. These include CV, CME credits and/or other legal and administrative
  • Ensure all publications of the Director are in accordance to the NIH public access policy
  • Create and maintain standard operating procedures for the Director’s office
  • Handle purchasing aspects for the Director, manage and complete invoice payments, reimbursements, and other payments as instructed
  • Maintain office supplies
  • Maintain familiarity with all applicable Partners guidelines
  • Coordinate meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed
  • Perform internet or library research as needed
  • Maintain the Director’s profile for clinical websites
  • Assist the Director with special projects as needed
  • Assist the Project Manager with maintaining the attending schedule for the NeuroICU
  • Assist Managers with pre-award grant applications and post award reporting and finance monitoring.


  • Proficiency in Microsoft Office, Excel, and other Microsoft Office applications
  • Excellent attention to detail
  • Ability to learn new computer applications quickly and use them efficiently
  • Ability to make decisions quickly and independently
  • Excellent interpersonal/communications skills
  • Ability to interact with individuals in senior leadership roles at Partners HealthCare and throughout the industry
  • Creative thinking, a willingness to learn new things, problem solving and an ability to handle multiple projects are expected
  • Ability to handle sensitive/confidential matters discreetly and maintain confidentiality guidelines


EDUCATION: High school diploma required, Bachelor’s degree preferred.

Equivalent Experience : Minimum 3 years of relevant experience required

FISCAL RESPONSIBILITY: Assist Senior Research Lab Manager and Project manager with financial management of grants of Division Chief and department staff, as needed.

WORKING CONDITIONS: Office environment in a research building. Some travel outside campus and after hours may be required.


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