Staff Assistant II

GENERAL SUMMARY/ OVERVIEW STATEMENT

The MGH Center for Comparative Medicine is searching for a dynamic and detailed orientated administrative professional to provide general administrative support to the CCM and assistance to the Director of CCM. The ideal candidate will thrive in a high-energy atmosphere, work autonomously, and possess exceptional organizational skills to support the team's day-to-day operations. Additionally, the incumbent will serve as a valuable resource to the director and programs, taking on ad hoc responsibilities as needed.

For more information on the Center for Comparative Medicine at the Mass General Research Institute, visit: https://www.massgeneral.org/research/for-researchers/research-management/ccm

PRINCIPAL DUTIES AND RESPONSIBILITIES

CCM Director Administrative Support:

• Support CCM Director with daily clerical tasks including answering phone calls, providing information to callers, and distribution of written correspondence.
• Maintain and update the CCM Director's schedule by scheduling appointments and managing the Outlook calendar.
• Coordinate all travel arrangements, including making reservations and managing travel reimbursements and corporate card transactions.
• Organize and facilitate key meetings, including coordinating attendees, preparing meeting materials, and documenting meeting proceedings (i.e., minutes, summaries etc.).
• Update and maintain recordkeeping and filing system for administrative materials.
• Collaborate with the CCM Administrative Director to complete and coordinate transactions and assignments in support of financial operations with work to include preparation of special checks for vendors, such as caterers, processing reimbursements, and tracking expenses and invoices.
• Ensure activities are conducted within allocated expenses. Process purchase orders.
• Collate and disseminate training materials for CCM staff. Provide PowerPoint presentations and customization of presentations and materials as needed.
• Provide administrative support to various programs within CCM, including activities for the MGH laboratory Animal Medicine Veterinary Residency program, the CCM Administration group, Facility Operations and the CCM Leadership team.

General Responsibilities:

• Maintain and advance administrative skills, applying them to daily office operations.
• Ensure work meets the needs of the position, following departmental and hospital policies.
• Participate in meetings, work teams and committees as needed.
• Anticipate and address office workflow needs.
• Maintain knowledge of departmental programs, services and regulations.
• Perform other duties as assigned.

Qualifications

QUALIFICATIONS

• High School or equivalent diploma required, Bachelor's degree preferred.
• 2 years of administrative experience required, preferably in a setting of research management, animal care and use programs or institutional animal care and use programs.
• Experience with Microsoft Office, Adobe Suite and other standard office applications as well as database use required.
• Knowledge of scientific terminology preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

• Comprehensive understanding of office management and daily operations.
• Comfortable working with Microsoft Office Suite, Excel, Adobe products and Protocol Review Software systems and databases.
• Strong organizational and time-management skills with ability to meet assigned deadlines and trouble-shoot problems independently.
• Excellent written and oral communication skills with the ability to represent the office of the director.
• Skilled in tactful and effective communication, capable of interacting with diverse members of the research community, including professional and technical research staff.
• Able to work accurately and in a timely manner with competing priorities and deadlines.

FISCAL RESPONSIBILITY

Prudent use of hospital resources.

WORKING CONDITIONS

Office environment with periods of prolonged sitting and typing. May need to work hours beyond regular shift to support meetings or other needs.

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.