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Assistant​/Special Projects Coordinator

Job in Charlestown - Suffolk County - MA Massachusetts - USA , 02129
Company: Massachusetts General Hospital(MGH)
Full Time position
Listed on 2021-03-20
Job specializations:
  • Administrative/Clerical
  • Research/Development
Job Description & How to Apply Below
Position: Staff Assistant/Special Projects Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT:


Staff Assistant III/Special Projects Coordinator provides direct support to the Principal Investigator (PI) and select management services to the Manstein lab within the CBRC. Oversees overall administrative services and office management. Serves as liaison to internal and external groups and organizations. The Staff Assistant III/ Special Projects Coordinator will coordinate a variety of administrative functions necessary to support the department with achieving its research, teaching mission and vision. Completes various reports and written projects.


PRINCIPAL DUTIES AND RESPONSIBILITIES:


Assist PI with daily administrative functions to include answering PI office phone, time management, email management and calendar management. Schedules all meetings, conferences/symposiums, journal club and lab scientific presentations. Arranges for PI travel to meetings.


Maintains support systems for the office that include purchasing office supplies, maintaining inventory of lab supplies and commonly used research reagents, requisitioning of services from internal and external vendors.


Initiates, manages, performs and documents operational improvement projects for the administrative group.


Works with the Manstein lab finance manager to support financial management of the lab within the CBRC.


Serves as liaison to internal and external groups and organizations


Manage all annual lab staff performance reviews for the PI to meet deadlines


Builds and maintains ongoing working relationships with CBRC administration and lab staff to facilitate positive staff morale


May help to coordinate and maintains Manstein Lab website content and updates/revisions on behalf of the lab


Qualifications:


SKILLS & COMPETENCIES REQUIRED:


  • Must possess exceptional organizational and project management skills and the flexibility to handle multiple tasks and deadlines
  • Ability to work independently and proactively as well as both autonomously and collaboratively as a member of a team
  • Ability to identify problems/issues and offer workable solutions.
  • Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.
  • Very strong interpersonal and communication skills
  • Ability to champion ideas, support high morale, and accomplish projects through the support and efforts of others
  • Excellent attention to detail
  • Strong knowledge of Windows-based Office products; Mac knowledge helpful
  • Experience with computers and data management systems is required



LICENSES, CERTIFICATIONS, and/or REGISTRATIONS:


Not Applicable


EDUCATION:


Minimum Required:


High school diploma, GED or equivalent


Certificate : Please specify


Some college or Associate's Degree


Bachelor's Degree


Master's Degree


Doctoral Degree


None required


Preferred:


High school diploma, GED or equivalent


Certificate : Please specify


Some college or Associate's Degree


Bachelor's Degree


Master's Degree


Doctoral Degree


EXPERIENCE:


Preferred: 3 - 5 years related experience


SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate):


Not Applicable


FISCAL RESPONSIBILITY: Indicate financial "scope" information, e.g. size of budget, volume, revenue, etc.


Works with the finance manager and/or grants manager to review monthly, annual and ad hoc financial reports on all Manstein Lab Funds including grant funds and sundry funds. These reports include current expenditures, projections of future expenses, and variances from budget line item expenses.


Communicate with vendors and work with accounts payable to correct any inconsistencies in the labs budget.


Review and approve purchase order requests


Prepare and submit reimbursements for the lab and the PI.


WORKING CONDITIONS:


Office is located in a basic research lab setting in the Charlestown Navy Yard.
Position Requirements
Less than 1 Year work experience
 
 
 
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