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Assistant III - Director's Office

Job in Boston - Suffolk County - MA Massachusetts - USA , 02298
Company: Massachusetts General Hospital(MGH)
Contract position
Listed on 2021-02-27
Job specializations:
  • Non-Profit
  • Education
Job Description & How to Apply Below
Position: Staff Assistant III - Director's Office

The Wellman Center for Photomedicine at Massachusetts General Hospital is seeking a Staff Assistant III level candidate to serve in the Director's office. The candidate will work closely with the Administrative Assistant to the Director.


The Wellman Center for Photomedicine is the world's largest academic research facility dedicated to investigating the effects of light on human biology and to the development of light-mediated, minimally invasive diagnostic and therapeutic technologies. A pioneer in light-based biomedical research, the Center has a proven track record of translation applications to clinical use.


The Center comprises 13 senior faculty members, 20 junior faculty members and approximately 250 staff members to include research scientists, post-doctoral (MD/PhD) trainees, technical staff and administrative staff as well as undergraduate and graduate students. The Director and faculty members also teach and have academic responsibilities in the Harvard-MIT Division of Health Sciences and Technology and Harvard Medical School.


The Staff Assistant III will work fairly independently, receiving guidance and supervision from the Director and the Administrative Assistant. The candidate will also support the Director's research team as well as performing miscellaneous administrative functions for the Center as a whole. This individual will also be expected to cover for the Director's Administrative Staff Assistant when away, i.e., vacation, days off, and be available to the Director for making phone calls, typing and retrieving requested information quickly and efficiently. This individual will learn all aspects of the Administrative Staff Assistant's position to maintain a smooth transition for the Director.

Principal Duties and Responsibilities for Director: (working closely with the Administrative Staff Assistant)
  • Prioritize/summarize mail/email/phone and respond to all meeting requests
  • Maintain calendar and give daily updates
  • Make travel arrangements as needed and review options with Director
  • Process travel reimbursements in a timely fashion
  • Set up meetings and arrange for conference room and AV
  • Assist with teaching responsibilities of Director: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc
  • Compose letters of recommendation after reviewing resumes and selecting relevant info.
  • Maintain inventory of office supplies and order as needed.
  • Compose letters of recommendation after reviewing resumes and selecting relevant info.
  • Maintain list of approved laser users for Laser Safety Committee.
  • Coordinate Partner's wide annual laser safety course.
Primary duties for Director's research team:
  • Maintain CVs and references
  • IP duties:
    • Maintain patent portion of investigators' CVs
    • Work closely with Partners Innovation office and/or Wellman IP representative to ensure timely submission and processing of IP disclosures and patent applications
    • Perform patent searches
    • Track progress of patents through Partners Innovation
    • Proofread patent applications
    • Assist in writing patent disclosures
  • Assist with submission of manuscripts for publications, maintain reprints file.
  • Set up filing system for abstracts and keep up to date
  • Prioritize/summarize mail/email/phone and respond to all meeting requests
  • Make travel arrangements as needed and review options with investigator
  • Process travel reimbursements in a timely fashion
  • Process reimbursements for all study patients (as needed)
  • Set up meetings and arrange for conference room and AV
  • Use online purchasing system to track all Purchase Orders and give frequent updates to team members
  • Perform editorial work for publications
  • Assist with teaching responsibilities of investigators: make PowerPoint slides of lectures, maintain course notes, organize files, keep records of exams, etc
  • Provide extensive assistance with new grant applications and renewals:
    • maintain funding section of NIB biosketch with input from financial team
    • keep CV up to date, add all new publications
    • maintain resource listing description
    • do table of contents
    • number all pages
    • proofread grant
    • responsible for fedexing and tracking receipts
  • Keep bulletin boards updated
  • Perform Internet research as needed to obtain contact info for staff at other medical centers and universities; required forms; on-line literature searches -Pubmed, etc.
  • Maintain inventory of office supplies and order as needed.
  • Technical writing for grants, patent disclosures, and other publications
  • Minutes/Notes for lab group meetings and other technical and scientific meetings
  • Organize and maintain files of investigators
  • Maintain and update Wellman Center website and modify as needed.
  • Manage lab website and databases
Additional responsibilities:
  • Act as a floor manager/receptionist for Thier 2. This person will be responsible for ordering all office supplies, signing and caring for packages that are delivered to the floor, maintaining the photocopying machine, and making service calls.
  • Responsible for: PML lecture series, noon tutorials and research seminars, lab functions, faculty lunches, etc. on a rotational basis with other staff assistants.
  • Perform other duties as required.



Qualifications:


Education:

  • High school diploma required, college graduate preferred


Experience:

  • Minimum of three to five years prior administrative experience required
  • Proficiency with Word, Excel, PowerPoint and Outlook required.
  • Prior experience with desktop publishing, Adobe PhotoShop and database design highly desirable.
  • Familiarity with HTML and Dreamweaver software a plus.
  • Ability to prioritize and proficiency at multi-tasking is essential.
Position Requirements
Less than 1 Year work experience
 
 
 
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