Senior Administrative Assistant Research Neurology kl

Position: Senior Administrative Assistant RESEARCH NEUROLOGY kl
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The Brigham and Women's Hospital, Inc.

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.
** Job Summary
** Summary  The Senior Administrative Assistant supports the Division Chief as well as administrative needs of other individuals within the division by performing a full range of administrative and clerical functions that keep operations running smoothly across entry- through senior-level responsibilities. Core duties include managing calendars and appointments; coordinating and facilitating meetings, travel, conference calls, and related logistics; preparing, proofreading, and editing correspondence, reports, presentations, and meeting minutes;

handling incoming calls, emails, and mail with professionalism and confidentiality; and organizing and maintaining electronic and physical filing systems, office supplies, and equipment. Prepare spreadsheets, assist with payroll and transcription, remain current on unit policies, serve as a primary point of contact to internal and external stakeholders, and support special projects and events; may guide other administrative staff while ensuring deadlines are met and office operations are efficient.
No    Essential Functions  
-Prepare reports, meeting minutes, correspondence, and presentations; create and edit documents and spreadsheets.
-Manage calendars, arrange appointments and itineraries; coordinate meetings, room bookings, and travel logistics; process expense reports.
-Handle incoming and outgoing correspondence (email, letters, phone calls) with professionalism and confidentiality.
-Organize and maintain electronic and physical files; oversee office supplies and equipment requests.
-Serve as a point of contact for internal and external stakeholders; draft memos and announcements as directed.
-Support special projects and events; follow up on action items and track deadlines.
-Assist with budget preparation and updates (e.g., compiling line items, tracking spend vs. plan, and maintaining basic spreadsheets).
-Track agreements, purchase orders, and invoices; coordinate with Accounts Payable to ensure timely processing and accurate coding.
-Liaise closely with the Lab Manager, Finance Department, Staffing Affairs/HR, and Accounts Payable on routine and ad hoc items.
-Maintain logs for vendor onboarding, W-9s, invoice status, and reimbursements; escalate discrepancies to finance partners.
-Support reconciliation of monthly statements; organize backup documentation for audits and internal reviews.
-Utilize Insight and/or Workday for transactions, reporting, and HR/position tracking workflows.
-Coordinate and arrange office services and logistics, including supplies, equipment and environment.
-Submit PI’s expense reports (lab members submit their own, but may need a resource initially, which is hopefully the admin)   
-Serve as the POC for their lab regarding travel policies/procedures. The admin is aware in advance of travel. Most compliance issues arise upon their return during the reimbursement request.
-Be responsible for the PI’s biosketch, CV and maintenance role in Other Support documents. OS is a shared responsibility amongst the GM, admin and PI. GM maintains active section and overlap statements while we rely on the admin to closely work with the PI on the pending and status of pending sections.
-Attend Neurology Research Support Staff meetings monthly to remain up-to-date in the latest policies and procedures impacting their divisions/labs   
-Maintain a list of lab/division…