Administrative Coordinator – Mass General Hospital Jobs

Job Description:

The Administrative Coordinator provides clerical and administrative support to leadership, and associated research staff throughout the Department. The Administrative Coordinator position requires an individual who is detail-oriented, highly-engaged and able to problem solve, enjoys a working environment that is high-profile and fast-paced, can prioritize work within an environment of competing demands, and is able to provide administrative support to a diverse group of our workforce.

Job Responsibilities:

• Plans, organizes and implements meetings (on-site and off-site) for study leadership. These may include in-person investigator meetings of up to 100 attendees, committee teleconferences, and meetings with NINDS grant staff.
• Coordinates travel and reimbursements for meeting attendees
• Processes expense reports as necessary for CTNI staff
• Manages production of agendas, supporting materials (printed and electronic), A/V requirements, etc. for meetings
• Writes, coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, correspondence, proposals and reports at the highest level of proficiency and accuracy
• Provides administrative support to project managers as necessary, which may include creating and updating Excel trackers of study tasks and training activities
• Arranges for printing of study materials, and leads review process for completeness and accuracy of printed materials
• Works with project managers to file study materials in eTMF system (Florence)
• Interacts with internal and external customers in a manner that ensures the customers’ needs and expectations are met
• Effectively interacts with all levels of management
• Performs general clerical duties including photocopying, faxing, filing, and other general office duties as needed

Job Requirements:

• May provide coverage for other administrative support staff in office
• Supports orienting new employees to department
• Provides administrative staff support for departmental programs and initiatives
• Maintains the confidentiality of employee-sensitive information
• Orders office and computer supplies
• Participates in preparation, development and maintenance of departmental program brochures, orientation documents and other materials
• May track and submit certification reports to various agencies
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues

Qualification & Experience:

• Excellent interpersonal skills and customer service skills required for high volume, extremely interactive office environment
• Strong judgment and prioritization skills
• Excellent computer skills, including email, Microsoft Office software (Word, Excel, PowerPoint)
• Ability to handle confidential information
• Ability to work independently
• Ability to work well under pressure
• Ability to prioritize work

Job Details:

Company: Massachusetts General Hospital

Vacancy Type:  Full Time

Job Location: Boston, MA, US

Application Deadline: N/A

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