SRH, Administrative Assistant, Research

Provide administrative support to a department or function. Assignments may include preparing a variety of reports, entering data into various programs, and overseeing the vacation/coverage process for physicians, as well as supporting all of the functions of a research building. Respond to telephone inquiries, set-up office systems, schedule appointments, meetings and prepare associated information and equipment. Exceptional customer service skills needed to routinely interact with a diverse range of internal and external customers.
Key Responsibilities
Conduct online library searches- gather publication/presentation data and compile Board of Trustees Report in a timely and accurate manner.
Coordinate physician vacation/coverage request, tracking, notification and approval process.
Coordinate payroll for select lab staff.
Check and triage phone and email messages as appropriate.
Troubleshoot Computer and Telephone Issues
Office and kitchen equipment/area is maintained and ready for use, including copier and fax. Office/copier, kitchen supplies are ordered and inventory maintained.
Maintain linen and lab coat inventory/cleaning process.
Lab equipment/area is maintained and ready for use, including ice machines and lab freezer temperatures. Lab supplies are ordered and inventory maintained. Replace Expired Items in Emergency Bags and AED's
Expense reimbursement requests and purchase orders/invoices are processed timely and accurately.
Coordinate Wet Lab Permits, Licenses Service Agreements, Biosafety/Hazardous Waste paperwork/processes.
Assist with operating and capital budgets for building, lab, staff.
Oversee access to building- keys/temporary IDs.
Receive Study Subjects - Notify Study.
Receive Deliveries for SRH and MGHIHP including temperature sensitive items
Book Conference Rooms and Coordinate AV for meetings
Appointments are scheduled and calendars are maintained accurately and with sensitivity to participants' schedules.
Meetings or events are planned, scheduled and participants notified. Equipment and materials are available as needed
Presentation materials are prepared creatively, timely and accurately.
Travel arrangements are made according to scheduling needs of traveler.
Meetings are attended, and meeting notes are prepared and distributed to attendees.
Correspondence and written communications are prepared for approval or distribution as instructed.
Orient/onboard New Staff/International Fellows/Post-docs (e.g. Alarm System, Fire and Evacuation, Tour Bldg. 79/96 and arrange SRH tour) and serve as liaison to HR when staff start and are termed
Distribute hospital-wide communications to staff/PIs.
Sort/Distribute Mail
Coordinate Work Orders with landlord and work with company for lab issues.
Work on Performance Improvement Projects
Track HealthStream Assignments for Staff
Set Up Work Areas for New Staff, including signage/allocation of space
Liaison with Spaulding maintenance
Liaison with Cleaning Crew (trash, vacuuming). Coordinate rug shampooing
Additional department, organization, or network activities are completed per established objectives.
PCC Organizational Values of Innovation, Collaboration, Accountability, Respect, and Excellence are upheld.
Qualifications and Experience
Two years prior office experience or equivalent education required.
Associates degree or equivalent work experience.
Skills (Specific learned activity gained through training (e.g. computer skills, keyboarding, presentation, CPR, ACLS, etc.)
Moderate supervision with some self-direction performing moderately complex work
Excellent written, verbal and electronic communications skills
Excellent customer service skills with ability to interact with a diverse population
Intermediate computer skills: Proficiency with MS Office products, ability to learn new software
Highly developed communications and interpersonal skills, working with diverse population.
Work independently, be self-directed and contribute as a member of a team.
Anticipates challenges and develops and implements strategies for addressing them.
High level of service delivery. Demonstrate initiative with ability to prioritize work, meet deadlines and adapt to changing situations.
Attention to detail.

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