Under moderate supervision -with advanced proficiency- the Administrative Assistant II provides administrative assistance and support to faculty members of the Departments of Vascular Cell Biology, Immunobiology and Islet Cell and Regenerative Biology, Junior Faculty in the Research Division, the Manager of Administrative Services and respective lab personnel.

Support effort to keep all Research Division activities functioning smoothly by participating in Division-wide efforts. S/he must be able to handle many requests on his/her own, prioritize activities, and be capable of handling multiple projects simultaneously.  The Administrative Assistant II must be able to rely on instructions and pre-established guidelines to perform various functions of the job and address urgent issues with minimal supervision. 

At the current time, this position has a schedule of Monday-Friday 8:30 am-5:00 pm with 4 days on-site and 1 day remote (if desired) per week.

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) as a condition of employment.

• Provide direct administrative support for assigned Principal Investigators (PIs) in the Research Division.
• 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 heavy calendar and scheduling including: coordinate calendars for several investigators and coordinates events for the respective department(s), setting up meetings with lab members, collaborators and other faculty, keeping up-to-date “To Do” lists.
• Electronic filing for PIs.
• Coordinate lab meeting schedules.
• Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, taking and distributing messages and distributing mail.
• 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.
• 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.
• Travel arrangements and process reimbursement.
• Create and maintain Harvard CVs and biosketches for personnel.
• Utilize PubMed to download articles for PIs as needed.
• 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.
• Utilize endnote and reference manager to create bibliographies and cite references for grants, manuscripts and other documents as requested.
• Order laboratory supplies and office supplies for respective lab(s).
• Set up of meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested.

• Bachelor’s degree or equivalent work experience preferred.
• Minimum 2 years of administrative experience.
• Prior administrative experience in research or academic setting (strongly preferred)
• Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote and/or Reference Manager and Infinium, work under frequent disruptions.
• Proactively manage projects and resolve conflicts independently with minimal supervision.
• Excellent organizational skills.
• 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 and proofread correspondence and other documents as directed is required.
• Transcription skills are required.
• Knowledge of Scientific Terminology is preferred