Overview
Administrative Assistant II (Research Division) Jobs in Boston, MA at Joslin Diabetes Center
Full Job Description
Overview:
Under moderate supervision -with advanced proficiency-The Administrative Assistant IIwill provide administrative assistance and support to faculty members of the Research Division, the Manager of Administrative Services and respective lab personnel. Provide administrative assistance and support for the DRC.
Support effort to keep all Research Division activities functioning smoothly by participating in Division-wide efforts. The administrative assistant must be able to handle many requests on their own, prioritize activities, and be capable of handling multiple projects simultaneously. The administrative assistant must be able to work independently and address urgent issues on their own.
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. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.
Responsibilities:
Principle Duties and Responsibilities:
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 moderate supervision with intermediate to advanced proficiency in administrative skills.
Coordinate calendar and schedules including: coordinate calendars for several investigators and coordinates events for the respective department(s).
Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, taking and distributing messages, distributing mail and maintenance of common break room.
Proofread, edit and submit manuscripts and other documents (i.e. journal/grant reviews) as required by investigator, perform library or literature searches, and help to create and edit presentation materials.
Helps to prepare and edit grant applications and other related materials in collaboration with the Research Administrator(s) and assist in preparing biosketches, letters of support and collaboration and other documents as needed
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:
Assist with onboarding new personnel
Maintain Harvard CV and biosketches for personnel
Maintain PMCID numbers for required peer-reviewed publications, including but not limited to, manual deposit of manuscript to maintain NIH compliance
Maintain records and process forms; create and submit expense reports for all respective labs, including Office of Research Director.
Utilize endnote and reference manager to create bibliographies and cite references for grants, manuscripts and other documents as requested
Ordering supplies for the lab and break room, through Infinium or an electronic ordering system. Track all orders for completeness and communicate any backorders or cancelled items to ensure the smooth flow of experiments in the lab. Assign to the correct budget. Also, coordinate maintenance of office machines.
Internal meeting coordination; visitor/guest speaker logistics and hosting; domestic and international travel arrangements for meetings and conferences
Set up of meetings including ordering food, setting up computer, projector and presentation, …
Title: Administrative Assistant II (Research Division)
Company: Joslin Diabetes Center
Location: Boston, MA
Category:
