Staff Assistant, II

The Neurological Clinical Research Institute (NCRI) develops, designs, supports, and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Northeast ALS Consortium (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS). Amyotrophic Lateral Sclerosis (ALS), commonly known as Lou Gehrig's disease, is a life devastating disease that affects one in approximately 40,000 Americans. Currently, there are only two marketed therapies for ALS patients. Clinical research is the only way to develop new therapies for the treatment of ALS which is one of the strategic initiatives at the core of the NCRI.

The Staff Assistant II will play a key role in supporting the HEALEY ALS Platform Trial and Expanded Access Protocol by managing administrative tasks such as organizing electronic files and documents, facilitating in-person and virtual meetings, scheduling webinars, and assisting with team communications. This position also entails ordering supplies, offering research support, and undertaking additional unit-specific projects as requested by the Office Manager and principal investigators.

The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General Administration

• Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meeting

• Supports planning and travel logistics of network-related meetings and conference

• Process NCRI reimbursements and non-employee reimbursement

• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basi

• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency

• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for smooth functioning of workflow

o Some files may include confidential material

• Reviews mail (including email), answers when appropriate, and forwards to appropriate person

• Maintains PI calendar and calendar items for the project

• Troubleshoots routine/non-routine problems and takes measures to correct/handle issue

• Assists with the orientation and training of new staff

Project Coordination

• Conducts literature searches and web searches and organizes finding

• May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.)

• Assists with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other task

• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.

• Maintains study distribution list

• Processing Platform binder request

Qualifications

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Knowledge of medical terminology, or secretarial training a plus
• Effective interpersonal, communication, organizational, and problem-solving skills

• Demonstrates attention to detail

• Strong word processing skills (Microsoft Word).

• Working knowledge of Microsoft Excel, Access, and PowerPoint

• Ability to work independently as well as a member of the team

• Ability to prioritize work

• Ability to take detailed meeting minute

• Good verbal and written communication

EDUCATION:

High school diploma required; associate or bachelor's degree preferred

EXPERIENCE:

Minimum of 2 years experience in an office environment

FISCAL RESPONSIBILITY:

May prepare and process check requests or track training expenses.

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.