Staff Assistant, III | MGH Cancer Center
GENERAL
Summary:
The Staff Assistant/ Administrative Coordinator will provide administrative support to the Center for Cancer Research (CCR).
This position will work with a high degree of independence and will interact with all levels of department personnel.
PRINCIPAL DUTIES AND RESPONSIBLITIES:
CCR Leadership Administrative Support:
Coordinates meetings and agendas for the scientific leadership group Schedules faculty/community building meetings:
e.
g.
.
Monthly junior faculty, scientific-based programs, such as:
DNA damage, Immunology, women's faculty lunches Provides administrative support for CCR Scientific Director CCR Central Administrative Support:
Provides logistical and in-person event support for CCR-wide events, such as:
annual CCR Retreat, Kraft Symposium, annual Holiday Party, Poster sessions, Town Hall Discussions, Editor visits, special recruitment visits Provides general event planning and day-of support for donor and special guest visits (e.
g.
PFAC, donor tours):
Room Reservations Meeting scheduling, meeting invites and logistic communications (e.
g.
directions, parking, agenda, AV presentation needs, confirming attendance) Guest registration, greeting and escorting guests upstairs Catering orders Room & catering set-up and break-down Set-up of presentations (e.
g.
speaker set-up on hybrid meetings, zoom, LCD display, monitoring participants, recording, and distribution of recordings and slides as appropriate) Restaurant reservations Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.
209, CNY 4435) Coordinates MBTA Pass distribution Prepares/maintains spreadsheets/databases, such as:
CCR-wide distribution list, HR onboarding lists Distributes mail Purchases office supplies, keys Provides cross-coverage/support Administrative Support to the Cancer Center Director's Office Assists with review/revisions/finalization of grant letters Assists with signature requests on grant forms Provides back-up support during times EA is away General Administrative Support for CNY Faculty:
Financials Processes general invoices and Purchase Orders Monthly expense/Pcard reconciliation and reimbursements for PIs Reimbursements for postdocs (train them to do it themselves) Graduate student salaries (Check Requests) Event & Meeting Support (for detailed responsibilities see event support above) General Office Support Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.
209, CNY 4435) Buildings & Grounds and Environmental services:
submits requests for work orders and clean-ups, plumbing, locks, office temperature and lighting Submit requests for badge-access for CNY and main campus Manages parking pass sign-outs (for HMS quad and Simches) IT help:
computers/laptops/cell phones & keygiving access Responds to general inquiries (e.
g.
HR questions, How-to's such as catering, hotel and restaurant suggestions, travel bookings, AV issues, parking or commuter questions) Manages CCR facility repairs, upgrades and improvements:
e.
g.
repainting of offices and conference rooms, cleaning of chairs, AV equipment repair and upgrades, changing locks, helping to order furniture for common areas and for new faculty, posters and hallway installations, works with contractors such as:
CAVT, Creative Office Pavilion Scanning documents Printing documents Compiling/converting documents into PDF Guest registration Computer, software orders for the department Staples orders Fed-ex Assists with (non faculty) job candidate visits, arranging interviews with staff, travel arrangements, hotel accommodations, and reimbursements Assists with HMS CV update & formatting SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Must have outstanding interpersonal, communication, and writing skills Attention to detail and the ability to multi-task, problem-solve and complete projects independently Previous events and administrative experience is highly preferred Proficiency in Microsoft Office applications Excellent organizational skills Is a team-player and a self-starter Strong customer service orientation and the ability to interact with diverse groups A proven track record of exercising good judgment and handling constantly changing priorities in a positive, professional environment EDUCATION:
Bachelor's degree preferred, High School diploma or GED required.
EDUCATION:
Minimum of 5 years experience in office supportWORKING CONDITIONS:
Office setting Event venues EEO StatementMassachusetts General Hospital is an Equal Opportunity Employer.
By embracing diverse skills, perspectives and ideas, we choose to lead.
Applications from protected veterans and individuals with disabilities are strongly encouraged.
Recommended Skills Administration Advertising Attention To Detail Coordinating Customer Service Databases Estimated Salary: $20 to $28 per hour based on qualifications.
Summary:
The Staff Assistant/ Administrative Coordinator will provide administrative support to the Center for Cancer Research (CCR).
This position will work with a high degree of independence and will interact with all levels of department personnel.
PRINCIPAL DUTIES AND RESPONSIBLITIES:
CCR Leadership Administrative Support:
Coordinates meetings and agendas for the scientific leadership group Schedules faculty/community building meetings:
e.
g.
.
Monthly junior faculty, scientific-based programs, such as:
DNA damage, Immunology, women's faculty lunches Provides administrative support for CCR Scientific Director CCR Central Administrative Support:
Provides logistical and in-person event support for CCR-wide events, such as:
annual CCR Retreat, Kraft Symposium, annual Holiday Party, Poster sessions, Town Hall Discussions, Editor visits, special recruitment visits Provides general event planning and day-of support for donor and special guest visits (e.
g.
PFAC, donor tours):
Room Reservations Meeting scheduling, meeting invites and logistic communications (e.
g.
directions, parking, agenda, AV presentation needs, confirming attendance) Guest registration, greeting and escorting guests upstairs Catering orders Room & catering set-up and break-down Set-up of presentations (e.
g.
speaker set-up on hybrid meetings, zoom, LCD display, monitoring participants, recording, and distribution of recordings and slides as appropriate) Restaurant reservations Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.
209, CNY 4435) Coordinates MBTA Pass distribution Prepares/maintains spreadsheets/databases, such as:
CCR-wide distribution list, HR onboarding lists Distributes mail Purchases office supplies, keys Provides cross-coverage/support Administrative Support to the Cancer Center Director's Office Assists with review/revisions/finalization of grant letters Assists with signature requests on grant forms Provides back-up support during times EA is away General Administrative Support for CNY Faculty:
Financials Processes general invoices and Purchase Orders Monthly expense/Pcard reconciliation and reimbursements for PIs Reimbursements for postdocs (train them to do it themselves) Graduate student salaries (Check Requests) Event & Meeting Support (for detailed responsibilities see event support above) General Office Support Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.
209, CNY 4435) Buildings & Grounds and Environmental services:
submits requests for work orders and clean-ups, plumbing, locks, office temperature and lighting Submit requests for badge-access for CNY and main campus Manages parking pass sign-outs (for HMS quad and Simches) IT help:
computers/laptops/cell phones & keygiving access Responds to general inquiries (e.
g.
HR questions, How-to's such as catering, hotel and restaurant suggestions, travel bookings, AV issues, parking or commuter questions) Manages CCR facility repairs, upgrades and improvements:
e.
g.
repainting of offices and conference rooms, cleaning of chairs, AV equipment repair and upgrades, changing locks, helping to order furniture for common areas and for new faculty, posters and hallway installations, works with contractors such as:
CAVT, Creative Office Pavilion Scanning documents Printing documents Compiling/converting documents into PDF Guest registration Computer, software orders for the department Staples orders Fed-ex Assists with (non faculty) job candidate visits, arranging interviews with staff, travel arrangements, hotel accommodations, and reimbursements Assists with HMS CV update & formatting SKILLS/ABILITIES/COMPETENCIES REQUIRED:
Must have outstanding interpersonal, communication, and writing skills Attention to detail and the ability to multi-task, problem-solve and complete projects independently Previous events and administrative experience is highly preferred Proficiency in Microsoft Office applications Excellent organizational skills Is a team-player and a self-starter Strong customer service orientation and the ability to interact with diverse groups A proven track record of exercising good judgment and handling constantly changing priorities in a positive, professional environment EDUCATION:
Bachelor's degree preferred, High School diploma or GED required.
EDUCATION:
Minimum of 5 years experience in office supportWORKING CONDITIONS:
Office setting Event venues EEO StatementMassachusetts General Hospital is an Equal Opportunity Employer.
By embracing diverse skills, perspectives and ideas, we choose to lead.
Applications from protected veterans and individuals with disabilities are strongly encouraged.
Recommended Skills Administration Advertising Attention To Detail Coordinating Customer Service Databases Estimated Salary: $20 to $28 per hour based on qualifications.
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