Staff Assistant, II

The Staff Assistant II will perform administrative assistance and manage purchasing and budgeting for a large research laboratory within the Cutaneous Biology Research Center. This is a part-time, 20 hours/week, benefits-eligible position with option to work fully remote.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

• Places orders for laboratory in Peoplesoft Peoplesoft (eBuy) and tracks requisitions, purchase orders and fund usage via iLab web-based software.

• Compares pricing and negotiates with vendors for discounts and price quotations.

• Follows up on backordered items and updates iLab.

• Monitors payment of invoices using Partners Peoplesoft and Insight and adjusts/closes out purchase orders as necessary.

• Keeps electronic copies of all orders and quotations organized in Dropbox.

• Monitors fund usage in iLab and Insight and generates spending reports for monthly fund meetings.

• Attends monthly fund meeting

• Processes employee reimbursements in PeopleSoft.

• Generates Fedex shipping documents for packages sent by the lab.

• Maintains lab contact list.

Qualifications

SKILLS/ABILITIES/COMPETENCIES REQUIRED: Must be realistic, objective, measurable and related to essential functions of this job.

• Microsoft Office suite skill

• Computer skill knowledge (including operating systems, word processing, electronic mail, Internet and spreadsheets) required to be trained in the following software: Partners Peoplesoft and Insight and iLab

• Comfortable using Mac computers.

• Strong interpersonal and communication skills to interact efficiently with a large research group whose members come from many different countrie

• Must have strong organizational skills, be self-motivated and able to work independently, once trained

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable): Specify minimum credentials and clearly indicate if preferred or required

None

EDUCATION: Specify minimum education and clearly indicate if preferred or required

High school diploma required, college degree preferred

EXPERIENCE: Specify minimum creditable years of experience and clearly indicate if preferred or required

Prior 2-3 years of administrative/related work experience required

SUPERVISORY RESPONSIBILITY (if applicable): List the number of FTEs supervised.

None

FISCAL RESPONSIBILITY (if applicable): Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.; Indicate total physician/non-physician FTE scope

Prepares and processes purchase orders and employee reimbursement

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Hybrid (separate desk in research laboratory) or fully remote

EEO Statement

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.