| Investigator / Platform | Research Area | Position |
|---|---|---|
| Anderson, Rox | Senior Administrative Assistant (RQ4033242) | |
| Tearney, Guillermo | Operations/Financial Coordinator, Tearney Lab (RQ4032354) |
The Senior Administrative Assistant provides critical administrative support to the high-volume and fast-paced office of the Director. Reporting to the Director, the incumbent provides executive support in a one-on-one working relationship, handling sensitive tasks with professionalism and an appropriate sense of urgency while maintaining confidentiality. Demonstrates proactive problem-solving approach, exceptional communication skills, and meticulous attention to detail.
WORKING CONDITIONS:
Work location is in the Director’s Office in an office setting within a large research center with normal office conditions.
This role requires on-site presence 5 days/week (Monday – Friday) during standard business hours with intermittent remote work possible. Additional hours outside the typical business workday required to address urgent requests can be performed remotely.
Duties and responsibilities for the Director (primary):
1. Process (as delegate) incoming email messages and maintain organized email folders to keep Director apprised of priorities.
2. Coordinate complex scheduling and calendar maintenance; respond to meeting requests, review upcoming events and proactively resolve conflicts, ensure meeting materials are prepared and available in advance, review meeting attendee lists for thoroughness, attend meetings and take meeting notes as requested.
3. Serve as first point of contact and liaison with other departments and MGH/ MGB officials, including senior leadership.
4. Manage complex travel logistics and activities, including accommodations, transportation, meals, and visa requirements; proactively adjust travel as needed to address schedule conflicts and shifting priorities.
5. Coordinate logistics and communication for meetings and engagements, serving as a trusted liaison across stakeholders.
6. Set up meeting logistics, including booking rooms, ensuring proper AV equipment capabilities, troubleshoot AV as needed, anticipate meal/refreshment needs and place orders accordingly.
7. Prepare travel reimbursements in accordance with institutional policies and process through MGB systems in a timely manner.
8. Draft letters, administrative components of grant applications, and other professional correspondence.
9. Maintain list of approved laser users for Laser Safety Committee.
10. Provide other administrative support and assistance as needed as well as completing special assignments, meetings and other activities.
Duties and responsibilities for Wellman Center (secondary):
1. Support Senior Administration Team with intermittent administrative projects and ad hoc requests.
2. Maintain an orderly front office; order office supplies, submit work orders, process incoming mail and packages, and support overall center administration.
3. Assist with administrative functions throughout the Wellman Center as needed.
SKILLS & COMPETENCIES REQUIRED:
1. Excellent interpersonal/communication skills
2. Ability to handle sensitive/confidential information spanning clinical care, research, intellectual property, and personnel domains
3. Demonstrated proficiency in Microsoft Office suite, including Outlook, Excel, Word, PowerPoint’ aptitude for learning new software
4. Strong English language writing, editing, language and grammar skills
5. Outstanding organizational and problem-solving skills; proactive problem-solving orientation
6. Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
7. Ability to work independently and as part of a team
EXPERIENCE:
Required: Five or more years of experience in an administrative role reporting directly to management/executives
Working under the direction of the Director as well as Lab and Center leadership, the Financial Coordinator works closely with the Principal Investigator, Director, grant administrators and others to support the laboratory. Participates in a range of activities that contribute to the effective administration of the lab, including support to pre- and post-grant awards, such as collating materials for applications and submitting documents for budget preparation. Coordinates and performs internal and external meeting management, including arranging donor presentations; collaborates with Development as needed. Engages in supply management through tracking, ordering and maintaining lab supplies. Provides administrative assistance, including prepares documents, presentations and other materials.
Builds working relationships and collaborates effectively with internal and external personnel. Serves as an effective representative of the lab. Able to work independently to troubleshoot and resolve roadblocks in processes.
Working Conditions:
Normal office conditions during standard Monday-Friday business hours. May need to work off-schedule hours to accommodate meetings or other lab needs. This is an on-site position, with the potential for intermittent or 1 day/week remote work after the probationary period.
Application Process:
To apply for this position, submit a resume and cover letter on the Mass General Brigham careers website under Requisition RQ4032354.
**Please include a cover letter with your application; submissions without one will not be reviewed.**
• Completes administrative activities to support lab operations and logistics:
- Coordinates donor visits and VIP demonstrations by working closely with the PI; this includes scheduling, meeting management and presentation preparation; serves as a point of contact for internal and external representatives
- Works with lab researchers and managers to coordinate post doc vacancy advertising and distributes responses as well as arrange onboarding and offboarding processes.
- Prepares reports, spreadsheets, presentations, and other documents, ensuring quality of content
- Maintains accurate records and comprehensive files; updates databases
- Communicates notifications, updates, regulatory information, etc. as needed
- Serves as first point of contact for inquiries on the lab, research and personnel
- Cross covers for other administrative staff members
• Coordinates the procurement process for the lab:
- Tracks and confirms supply needs, updating databases as needed
- Completes and authorizes purchase orders
- Addresses any discrepancies or issues in collaboration with researchers and others
- Serves as liaison with MGB Supply Management and vendors
• Collaborates with the Director, Center and lab management and grant administrators to perform a range of activities to support financial and grants operations, including:
- Collates and prepares documents for submission with grant applications
- Tracks and compiles spending activity for each fund
- Processes salary allocations for the alignment of funding sources and projects
- Monitors lab expenses and identifies and resolves discrepancies
- Provides funding status and other information monthly to researchers to use to proactively ensure appropriate spending, including transactions and allowability of costs to be charged
- Meets regularly with lab and Center staff, including grants administrator to review accounts and coordinate adjustments where needed
• Completes other responsibilities, meetings, projects and assignments as needed.
• Strong administrative skills to effectively coordinate tasks and activities in a timely and productive manner
• Meeting and event management abilities to coordinate both internally and externally.
• Able to professionally represent the lab with internal and external users and contacts; ability to build and maintain effective working relationships
• Some knowledge of financial management principles and practices
• Effective analytical skills with the ability to make sound decisions quickly and collaboratively as well as independently
• Understands and applies MGH/MGB, sponsor, vendor and other policies
• Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures
• Excellent interpersonal/communication skills along with the ability to collaborate and be a member of a team
• Exceptional computer and data management skills, including facility with Microsoft Excel
• Good command of English language, including scientific terminology
• Able to handle sensitive and confidential issues
