Senior Administrative Assistant
Job ID: BH408697
Category: Administrative Assistant
Job Title: Senior Administrative Assistant
- HS Diploma/GED
- Experience supporting 1 or 2 researchers, doctors, etc. in an administrative capacity
- Advanced Proficiency with Microsoft Office Suite
- Calendar Management & Expense Reporting/Tracking
- Associates or Bachelor’s degree
- Experience with PeopleSoft Financials, Kronos, ASSIST, etc.
- Grant Submission Experience
JOB SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Provides high level administrative support under minimal supervision for 2-4 senior Faculty and their staff in the Department of Pathology. Faculty grant portfolios include federal, non-federal and foundation research grants.
2. Independently prepares and oversees research grant proposals and progress reports, including document and budget preparation and the use of Insight. Includes preparation of administrative sections of grants and continuing applications, budget justifications, resource descriptions, updating biosketches, conflicts of interest, checklist pages, and other support, etc. Maintains schedule of deadlines for non-competing renewals/continuation applications.
3. Responsible for updating and maintaining investigator Curriculum Vitae, Biosketches, and Other Support pages.
4. Submits requisitions for various research expenditures including purchase order requisitions, employee reimbursements, check requests, and travel arrangements following the established institutional policies and procedures. Order’s office and laboratory supplies. Responsible for working with various institutional departments including Purchasing, Accounts Payable, departmental grant administrators, and lab personnel to track and monitor research expenses, and for resolving discrepancies in a timely manner.
5. Responsible for accurately recording and approving time for the lab personnel using the hospital’s Kronos time-keeping system, following hospital policies and procedures. Acts as a back-up approver when needed.
6. Provides research protocol assistance: prepare and coordinate new and continuing IRB and IACUC protocols for review. Independently submit protocol amendments via Insight for approval.
7. Attendance at monthly BRISC and Pathology departmental research administration meetings is required.
8. Makes arrangements for visiting speakers and prospective candidates for fellowship and junior faculty positions, including schedules, travel, hotel, announcements and reimbursement of expenses. Coordinate all on-site arrangements for conferences/meetings sponsored by the faculty, and other meetings that may be sponsored by the Department. Maintain lab meeting schedules, including preparation and distribution, room reservations, catering, and timely notification of schedule changes to staff.
9. Assists the faculty with preparation of travel and submitting/tracking travel expenses.
10. Processes and edits hand-written correspondence, reviews, makes editorial changes in materials, including limited rewriting. Independently checks accuracy of content by reference to a variety of sources. Possesses strong grammatical skills in order to independently proofread and edit manuscripts.
11. Assists with on-boarding staff: provides relevant forms and materials to incoming staff, monitors completion of all relevant forms; training and orienting staff as needed, including obtaining BWH, after-hour access cards, animal facility access if needed, lockers, mailboxes. Coordinate with Fellowship Program Manager to complete and submit all relevant visa documents. Submit all relevant forms to the Office of Sponsored Staff and input staff’s information into the Sponsored Staff Onboarding System portal. Includes coordinating arrangements for prospective candidates to the faculty, including travel, hotel, and meal accommodations, as well as expense reimbursement.
12. Assist with organizing the International Molecular Pathological Epidemiology (MPE) Meeting including booking onsite accommodations and catering, creating meeting program booklet, coordinating speakers, and managing registration.
13. Maintain and manage each faculty’s Outlook calendar as needed including accepting and creating meetings.
14. All other duties as assigned.
JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
- Must be highly proficient in handling all research expenditure transactions for the group, including the ability to independently track orders online and work with Client Services and Department Grant Administrator to resolve discrepancies
- Requires the ability to positively and effectively interact with departmental and institutional staff including faculty, junior faculty, fellows, students, administrators, technical staff, Client Services, Research Management, HR, Innovations, etc.
- Requires the ability to make decisions, take initiative, and prioritize workload to meet competing priorities.
- Excellent verbal and written skills along with strong interpersonal skills are required.
- Attention to detail and accuracy in work are critical.
- Ability to problem solve and troubleshoot. Ability to analyze a situation and determine best course of action within established guidelines.
- Understanding of federal cost principles which govern post award activities
- Knowledge of office machines, trouble-shooting problems before placing service calls for fax machines or copier repairs.
- Advanced computer skills
Additional System Skills:
- Independently navigate several institutional electronic systems as well as those within federal and non-federal sponsor sites which may include: Insight, PeopleSoft Financials, Kronos, ASSIST, etc.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.