Joslin Diabetes Center

Administrative Assistant (Beetham Eye)

US-MA-Boston
5 months ago
Job ID
N2966-17
# Positions
1
Category
Research - Research

Overview

The Administrative Assistant (Beetham Eye Institute) will, under moderate supervision -with intermediate to advanced proficiency,  provide administrative assistance and support for the BEI clinical eye research program.

Incumbent must contribute by interacting with other BEI administrative assistants and by providing cross coverage with the Executive Assistant to the Director of the BEI.

 

The Administrative Assistant must be able to handle many requests on his/her own, prioritize activities, and be capable of handling multiple projects simultaneously.  The assistant must be able to work independently and address urgent issues on his/her own. 

Responsibilities

 

  • Administrative assistance and support:
    • calendar management, appointment scheduling and coordination for BEI clinical research activities
    • transcribing, typing memos/word processing, letters and taking meeting minutes
    • answering telephones, taking and distributing messages
    • mail distribution
    • reception of visitors to office(s)
    • patient scheduling
    • assist with onboarding new personnel
    • coordinate teleconferences

 

  • Make domestic and international travel arrangements for meetings and conferences, including but not limited to making airfare and hotel accommodations, drafting an itinerary and reconciling expenses. 
  • Set up of internal meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested. 
  • Assist as needed in timesheet completion and submission for members of the respective department(s). 
  • Order office supplies 
  • Maintain records and process forms; create and submit expense reports 
  • Create and 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 
  • Assist in creation of bibliographies and cite references for grants, manuscripts and other documents as requested 
  • Helps to prepare and edit grant applications and other related materials in collaboration with the Research Administrator(s) and prepare biosketches, letters of support and collaboration and other documents as needed. 
  • Assist with special projects as directed and Other duties, as assigned.

 

Qualifications

  • Bachelor’s degree or equivalent work experience preferred
  • Minimum 1 year of administrative experience

  • Prior administrative experience in a research setting (strongly preferred)
  • Superb organizational skills

  • Knowledge of ophthalmic/medical terminology is preferred but not required.
  • Strong ability to prioritize work and meet deadlines, and work under pressure.
  • Ability to coordinate efforts on multiple tasks according to their relative priorities.
  • Ability to communicate effectively across all departments (including administrative team)
  • Ability to use discretion in confidential matters.
  • Ability to read, write and articulate in English is required.
  • Ability to draft, proofread and transcribe correspondence and other documents as directed is required.
  • Proactively manage projects and resolve conflicts independently with minimal supervision.
  • Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat
  • Ability to communicate and to work well with physicians, and administrative and support staff in a dynamic and fast paced environment

 

 

 

Joslin Diabetes Center is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other status protected by law.

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