Staff Assistant, III

Staff Assistant- Mongan Institute Office of Training and Academic Affairs (TAAP)

The Mongan Institute in the Department of Medicine at Massachusetts General Hospital is seeking a full time Staff Assistant. Founded in 2015, the Mongan Institute is dedicated to supporting research across MGH in the areas of population and health care delivery science. The Institute bridges research spanning data science to delivery science, and evaluative science to implementation science including a variety of disciplines and methods such as epidemiology, predictive analytics, cost-effectiveness, health policy, decision science, health disparities, health intervention and implementation research. The Mongan institute consists of over 130 faculty as well as research fellows, trainees, and a large staff including 12 research centers spanning population data science to health care delivery team science. In addition to conducting state-of-the-art population and health care delivery research, the Mongan Institute provides research training and mentoring programs and includes core and affiliate faculty members within the Department of Medicine, as well as numerous clinical departments across MGH.

Responsibilities:

Reporting to and working closely with the Institute Director and Administrative Director, the staff assistant will be responsible for the administrative operations and support of the Institute's office of training and academic affairs. The program office consists of three major components: Research Education and Training, Mentoring and Career Development, and Research Communications, Media, and Marketing. This position will directly support the research education and training programs, mentoring and career development programs, and will also play an important role in developing human resources and operational support resources for faculty affairs.

Research Education and Training

• Support the Institute Director and Administrative Director in facilitating leadership meetings including coordination and scheduling, recording meeting minutes and disseminating notes to participants, and assisting with follow-up and follow-through on key action items.
• Provide assistance with research meetings and seminar series, including coordinating meeting preparations, communication with participants, developing and analyzing evaluations, preparing participant meeting materials and staffing events.
• Plan and develop the weekly Mongan Research and Education Hour, including determining a weekly time that works for all 12 centers, meeting space reservations, hybrid technology coordination, presenter scheduling for three different seminars, marketing content creation, coordinating weekly with seminar leads/Mongan Institute faculty, managing attendance, organizing food orders, and set-up/clean-up.
• Works closely with the TAAP Program Manager, provide administrative support for the Mongan Institute Health Care Delivery Science certificate program. Responsibilities include engaging with certificate program faculty, steering committee, and program leadership team to schedule meetings, keep meeting minutes, disseminate agendas, and collect drafted materials; receiving and managing all participant questions, applications, and requests; assist with managing the Mongan education mailbox, providing support and triaging participant questions and requests to the appropriate contact.
• Coordinate and manage the Institute's upcoming team science pilot program, a $100k investment in advancing key projects stimulating cross center interdisciplinary research.

Research Mentoring, Career Development & Promotion

• Support the Institute Director in the development of faculty resources and progams that will support junior faculty in their career advancement, creating opportunities for additional mentorship beyond direct center relationships.
• Assist with any project or program related tasks, including developing meeting documents or presentations, developing meeting materials and summary reports, communication with internal and external stakeholders, and providing logistical support.
• Coordinates the completion of the faculty annual career conferences, annual faculty re-appointment process, and petitions for promotion, working closely with the MGH DOM faculty services office.
• Develop and maintain an accurate faculty membership database including key demographics.

Human Resources and Operations

• Assist the Institute Administrative Director with the development of Institute wide processes and standard operating procedures for human resources management, space and facilities, on-boarding of staff, and employee tools and resources.
• Maintains accurate records of staff on-site assignments, scheduling and attendance, and coordinates with center administrative managers for placement of new staff hires, interns, and students.
• Works closely with the Institute Director and Administrative Director to review and enhance Institute membership program policies, categories, qualifications, expectations, and benefits.
• Coordinates the on-boarding and credentialing process for new faculty, fellows, institute staff, and non-employee collaborators and graduate students.

• Coordinates with the MGB Office for Global Professionals and Scholars (GPS) for the preparation and submission of J-1 and H1B petitions for faculty and staff requiring visa support. Monitors current employees for compliance with visa requirements and submits updates in status as needed.

• Oversees the payroll process of Mongan Institute staff through UKG, ensuring staff time is reported accurately and on-time each week.

• Prepares expense reimbursements, corporate card reconciliations, and other expense transactions for TAAP faculty leadership.

All other duties as assigned

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time."

Qualifications

Qualifications

• Bachelor's Degree required. Preferred areas of focus- journalism, writing, marketing or other health care related field.
• 1-3 years of relevant work experience, preferably in an academic medical center or university setting.
• Ability to work effectively in collaboration with diverse groups of people.

Skills/Abilities/Competencies Required

• The ideal candidate for this position is someone with a high degree of professionalism, who is highly organized, detail oriented and creative, and who has the ability to complete tasks on-time.

• Must have strong project management and implementation skills, including the ability to keep a team on track to achieve goals.

• Maintains excellent writing and language skills, and able to demonstrate this through a writing sample.

• Displays ability to effectively communicate information and ideas in written and video format.

• Demonstrates creativity and documented immersion in social media.

• Experience sourcing and managing content development and publishing.

• Ability to work with a broad range of people to collaboratively complete projects.

• Must be able to multitask, proactively take initiative and be a team player, as well as work independently under the supervision of the project lead. The candidate must also demonstrate strong communication skills, both oral and written.

• Must demonstrate an understanding of and commitment to the mission of the Mongan Institute

• Should be well versed in working with Microsoft office, including Word, Excel, Access, and PowerPoint, SPSS and Endnote.

• Experience with website design and Wix a plus.

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.