Administrative Assistant, Infectious Diseases Research

Overview

Position: Administrative Assistant, Infectious Diseases Research

Location: Boston, MA

Schedule: 40 hours per week,
On-site

• Administrative & Office Support:
  Provide assistance to visitors, patients, faculty and employees in a professional and courteous manner. Act as a liaison with other departments to ensure efficient communication and timely response to inquiries concerning employee or patient issues.
• Screen calls/correspondence and respond and/or re-direct to appropriate parties for response.
• Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
• Perform data entry, create and maintain databases; develop related tables and charts.
• Assist the Administrative Director and Grants Administrators with coordinating confidential personnel-related matters, including but not limited to reimbursement requests, travel arrangements, etc.
• Coordinate travel and hotel arrangements for faculty and staff. May include communicating travel policy information to traveler if expenses will be reimbursed from a sponsored account.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Assist research labs with ordering and follow-up.
• Orient and provide training and supervision to volunteers and student interns.
• Process incoming and outgoing mail, including packages.
• Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Provide administrative support to faculty and key departmental leadership including, but not limited to: scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, updating webpage, etc.

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Provide general clerical support including: filing, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
• Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

Note: The statements in this job description depict the general nature and level of work assigned to the employee(s) and are not intended to be an exhaustive list of duties and responsibilities.

Education/

Experience:

• Minimum of an Associate’s degree (or equivalent) in Business Administration, Business Management (or related field) plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience).
• Bachelor’s degree desirable.

Knowledge/

Skills:

• Excellent verbal/written English communication skills, including editing and proofreading.
• Proficiency with Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Excellent organizational skills with strong attention to detail and time management.
• Effective interpersonal skills to interact with all levels of staff and external contacts.
• Strong problem solving skills.
• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Generous paid time off
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development:
  Access ongoing training and development opportunities to enhance skills and knowledge.

As the primary teaching…