Administrative Assistant III; Research Division

Administrative Assistant III (Research Division)

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Responsible for providing administrative support to the Senior Investigators of Integrative Physiology and Metabolism and/or other Sections or Investigators as assigned.

The Administrative Assistant III will also contribute to the Research Division team effort by providing cross‑coverage with other Section Administrative Assistants, supporting the effort to keep all Research Division activities functioning smoothly through participation in division‑wide initiatives. The administrative assistant must handle many requests on his/her own, prioritize activities, and work on multiple projects simultaneously, independently, and address urgent issues.

As a health‑care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues, and our communities. All staff are required to be vaccinated against influenza (flu) as a condition of employment.

Principles duties and responsibilities:

• Be able to act in a self‑starting manner.
• Coordinate complex calendars and schedules, including those for several investigators, and coordinate events for the respective department(s).
• Make domestic and international travel arrangements, including airfare and hotel accommodations, draft itineraries, and reconcile expenses.
• Provide routine administrative support such as maintaining CVs and publication records, transcribing, typing memos, letters and meeting minutes, answering telephones, taking and distributing messages, setting up meetings, and distributing mail.
• Proofread, edit and submit manuscripts and other documents (e.g., journal/grant reviews) as required by investigators; perform library or literature searches and help create and edit presentation materials.
• Help prepare and edit grant applications and related materials in collaboration with the Research Administrator(s); prepare biosketches, letters of support, and collaboration documents as needed.
• Place orders for both office and laboratory personnel.
• Act as liaison with departments such as Human Resources, Office of Sponsored Research, Fiscal and other Research Divisions within Joslin Diabetes Center.
• Perform duties under low level of supervision with high proficiency in administrative skills.
• Ensure timesheet completion and submission for members of the respective department(s).
• Provide cross coverage with administrative team as needed.
• Assist with special projects as directed.
• Other duties, as assigned.

Required Job Specific

Duties and Responsibilities:

• Reception of visitors to office(s).
• Answer office telephone and take/relay accurate messages.
• Assist with onboarding new personnel.
• Maintain Harvard CVs, biosketches, and other publication lists for personnel.
• Obtain books and journal articles from library websites or local libraries.
• Coordinate internal meetings; manage visitor/guest speaker logistics and hosting; arrange domestic and international travel for meetings and conferences.
• Maintain PMCID numbers for required peer‑reviewed publications, including manual deposit of manuscripts to ensure NIH compliance.
• Maintain records, process forms, create and submit expense reports.
• Utilize End Note to create bibliographies and cite references for grants, manuscripts, and other documents as requested.
• Order supplies for the lab and break room through Infinium or an electronic ordering system; track all orders for completeness and communicate any backorders or cancellations to ensure smooth flow of experiments in the lab; assign to the correct budget; coordinate maintenance of office machines.
• Set up meetings including ordering food, setting up computer, projector and presentation, and compose meeting minutes as requested.

• Bachelor’s degree or equivalent work experience preferred.
• Prior administrative experience in a research or academic setting (strongly preferred).
• Minimum 3–5 years of experience.
• Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, End Note and/or Reference Manager, Infinium; work under…