Joslin Diabetes Center

  • Executive Assistant and Administrative Services Manager (Research)

    Location US-MA-Boston
    Posted Date 1 week ago(8/7/2018 12:59 PM)
    Job ID
    R3093-18
    # Positions
    1
    Category
    Hidden (2598)
  • Overview

    The Executive Assistant and Administrative Services Manager provides support for the Chief Scientific Officer and members of the Section on Vascular Cell Biology. This role must be able to handle many requests independently, prioritize activities, and be capable of handling many projects simultaneously. In addition to the Executive Assistant duties, this individual will oversee the administrative operations of the Section administrative assistants in Research giving counsel, mentorship and training on job related duties while creating and maintaining an atmosphere and culture that fosters teamwork, cooperation, and respect.

    Responsibilities

    As an Administrator, responsibilities and duties include: Meeting and conference planning, Center-wide grant and Foundation applications, training of other Section administrative assistants and directly supervising the administrative assistant for the lab. Act as a liaison between the Chief Scientific Officer and the Office of Sponsored Research/Joslin Laboratories. Work closely with the Office of Sponsored Research to complete all necessary Visa and payroll paperwork for new postdoctoral fellows. Organize informal research seminars, formal seminar series (including 4 major lectures), annual staff function(s), and end of year banquet for all of Research. In addition, the Executive Assistant is responsible for completing all paperwork associated with the initial recruitment or promotion of faculty and interacts with other Harvard affiliated institutions and the Dean’s Office to ensure completion. In addition, this position has direct interaction with all facets of Joslin (including the office of the CEO and the Board of Trustees), institutions in the Harvard Medical School area, national and international collaborators and pharmaceutical companies.
     
    As an Executive Assistant, the responsibilities and duties include: daily correspondence, travel arrangements, correspondence composition, fellowship grant applications, manuscripts, coverage for other administrative assistants (if necessary), telephones, opening, sorting and replying to both interoffice and outside mail, scheduling calendar events/meetings, and miscellaneous items including contact with other Investigators within the Longwood Medical Area.

     

    General office responsibilities include:

    • Maintenance of office equipment, i.e. Toshiba Studio 353 photocopier and fax machine and HP Color Laserjet 3600 printer; ordering office supplies, and keeping electronic equipment up-to-date.
    • Participates in the development of necessary policies & procedures, internal controls and flow charts for implementing new and improved systems and to enhance consistent practices.
    • Evaluates current business processes, recommends system improvements and implements solutions.
    • Conducts or coordinates training workshops and information sessions.
    • Participates in the hiring and on-boarding of new Section Administrative Assistants.
    • Develops a Research-wide Section Administrative Assistant job description.
    • Conducts the annual performance evaluations of direct reports in collaboration with the PIs.
    • Identifies quality and performance improvement opportunities and collaborates with staff in the development of action plans to improve quality.
    • Ability to identify problems and exercises resourcefulness to resolve them independently using own initiative to ensure excellent service.
    • Develops services, procedures, processes with stakeholders’ participation and end-user satisfaction.
    • Solicit faculty and other stakeholders’ feedback on process improvements.
    • Demonstrate an effective open door communication policy and process with staff.
    • Demonstrate an effective process utilizing employees’ feedback and suggestions to improve work processes.

    Qualifications

    • Bachelor’s degree or commensurate experience
    • Minimum 5 years of progressively responsible professional administrative business experience
    • Excellent written and verbal communication skills
    • Advanced knowledge of the Microsoft Office including
    • Word, Excel, PowerPoint, Access and Outlook 
    • Strong working knowledge of other computer software packages such as
    • Freelance and Reference Manager.
    • Dictaphone transcription (preferred)
    • Knowledge of intermediate computer networking and ability to learn new
    • Software quickly
    • Knowledge of medical terminology preferred
    • Knowledge of laboratory terminology helpful
    • Ability to deal with foreign postdoctoral fellows/staff.

    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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