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Details
Posted: 29-May-23
Location: Boston, Massachusetts
Salary: Unpaid
Categories:
Education/Training
Staff/Administrative
Internal Number: 3240200-3499_1685204675
The Staff Assistant/ Administrative Coordinator will provide administrative support to the Center for Cancer Research (CCR). This position will work with a high degree of independence and will interact with all levels of department personnel.
PRINCIPAL DUTIES AND RESPONSIBLITIES:
CCR Leadership Administrative Support:
- Coordinates meetings and agendas for the scientific leadership group
- Schedules faculty/community building meetings: e.g.. Monthly junior faculty, scientific-based programs, such as: DNA damage, Immunology, women's faculty lunches
- Provides administrative support for CCR Scientific Director
- Provides logistical and in-person event support for CCR-wide events, such as: annual CCR Retreat, Kraft Symposium, annual Holiday Party, Poster sessions, Town Hall Discussions, Editor visits, special recruitment visits
- Provides general event planning and day-of support for donor and special guest visits (e.g. PFAC, donor tours):
- Room Reservations
- Meeting scheduling, meeting invites and logistic communications (e.g. directions, parking, agenda, AV presentation needs, confirming attendance)
- Guest registration, greeting and escorting guests upstairs
- Catering orders
- Room & catering set-up and break-down
- Set-up of presentations (e.g. speaker set-up on hybrid meetings, zoom, LCD display, monitoring participants, recording, and distribution of recordings and slides as appropriate)
- Restaurant reservations
- Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.209, CNY 4435)
- Coordinates MBTA Pass distribution
- Prepares/maintains spreadsheets/databases, such as: CCR-wide distribution list, HR onboarding lists
- Distributes mail
- Purchases office supplies, keys
- Provides cross-coverage/support
- Assists with review/revisions/finalization of grant letters
- Assists with signature requests on grant forms
- Provides back-up support during times EA is away
- Financials
- Processes general invoices and Purchase Orders
- Monthly expense/Pcard reconciliation and reimbursements for PIs
- Reimbursements for postdocs (train them to do it themselves)
- Graduate student salaries (Check Requests)
- Event & Meeting Support (for detailed responsibilities see event support above)
- General Office Support
- Conference Room bookings (CNY Library 7303, CNY 7141, CNY 7.209, CNY 4435)
- Buildings & Grounds and Environmental services: submits requests for work orders and clean-ups, plumbing, locks, office temperature and lighting
- Submit requests for badge-access for CNY and main campus
- Manages parking pass sign-outs (for HMS quad and Simches)
- IT help: computers/laptops/cell phones & keygiving access
- Responds to general inquiries (e.g. HR questions, How-to's such as catering, hotel and restaurant suggestions, travel bookings, AV issues, parking or commuter questions)
- Manages CCR facility repairs, upgrades and improvements: e.g. repainting of offices and conference rooms, cleaning of chairs, AV equipment repair and upgrades, changing locks, helping to order furniture for common areas and for new faculty, posters and hallway installations, works with contractors such as: CAVT, Creative Office Pavilion
- Scanning documents
- Printing documents
- Compiling/converting documents into PDF
- Guest registration
- Computer, software orders for the department
- Staples orders
- Fed-ex
- Assists with (non faculty) job candidate visits, arranging interviews with staff, travel arrangements, hotel accommodations, and reimbursements
- Assists with HMS CV update & formatting
- Must have outstanding interpersonal, communication, and writing skills
- Attention to detail and the ability to multi-task, problem-solve and complete projects independently
- Previous events and administrative experience is highly preferred
- Proficiency in Microsoft Office applications
- Excellent organizational skills
- Is a team-player and a self-starter
- Strong customer service orientation and the ability to interact with diverse groups
- A proven track record of exercising good judgment and handling constantly changing priorities in a positive, professional environment
Qualifications
EDUCATION:
- Bachelor's degree preferred, High School diploma or GED required.
- Minimum of 5 years experience in office support
- Office setting
- Event venues
EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.
About MGH Institute of Health Professions
MGH Institute of Health Professions, founded by Massachusetts General Hospital in 1977, is an innovative and independent graduate school in Boston that is a member of Partners HealthCare. A progressive leader in developing comprehensive models of health care education, the MGH Institute prepares advanced practice professionals in the fields of nursing, physical therapy, occupational therapy and communication sciences and disorders through a distinctive combination of academic study, clinical practice, and research. More than 1,200 students are enrolled in graduate level and certificate programs, with an increasing number of courses available online. The Institute is accredited by the New England Association of Schools and Colleges (NEASC).
More Jobs from This Employer
https://main.hercjobs.org/jobs/18646119/staff-assistant-iii-mgh-cancer-center
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