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Administrative Assistant II​/ Channing Division of Network Medicine

Job in Boston - Suffolk County - MA Massachusetts - USA , 02298
Company: Brigham and Women's Hospital
Contract position
Listed on 2021-02-24
Job specializations:
  • Administrative/Clerical
    Admin Assistant, Office Administration
  • Customer Service/Help Desk
Job Description & How to Apply Below
Position:  Administrative Assistant II/Full-time/ Day/ Channing Division of Network Medicine

* Manage calendars, including scheduling meetings and calls and reserving meeting rooms, for senior investigators in Outlook and Google. Prepare and email announcements/reminders for scientific and career development seminars for fellows. Order lunch and set up conference rooms for such meetings.
* Maintain IRB amendment schedule and amend IRB protocols as needed.
* Work closely with the Division's promotions, appointment and visa professional and BWH Sponsored Office to prepare and submit paperwork to onboard new Research Trainees.
* Maintain and update Research Fellow orientation packet and provide orientation to all new fellows.
* Arrange travel for senior investigators, their junior faculty, fellows, and guests, including transportation, flight and hotel.
* Maintain the Division's SGG fellows, mRNA, pharmacogenomics, and 4th floor and 5th floor email directory lists. Remove and add staff for each list on an ongoing basis via communications with PIs.
* Create Purchase Order to make invoice payments and track the process to ensure payment completion. Prepare and submit expense reimbursements for PIs. Submit e-check requests for guest reimbursements and stipends. Communicate with grants administrators to ensure correct funds are used to charge expenses.
* Create and submit requisitions for new job postings for PIs and Administrator.
* Order supplies and coffee/tea for the 4th and 5th floors. Point of contact for office related questions/issues (e.g. copy machine and lights).
* Pick up mail from the 5th floor; sort and distribute mail to people on the 4th floor.
* Help set up conference rooms for lunch and other seminars.
* Assist other administrative assistants as backup as needed.
* Additional responsibilities as needed.

Minimum GED, Bachelor's degree preferred

High level of computer skills

Excellent organizational skills and ability to multi-task

Excellent verbal and written skills

Excellent customer service skills
Position Requirements
Less than 1 Year work experience
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