Staff Assistant II
Massachusetts General Hospital(MGH)

Job Info

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The Rheumatology and Allergy Clinical Epidemiology Research Center (RACER) within the Mongan Institute in the Department of Medicine at Massachusetts General Hospital is seeking a part-time Administrative Assistant. Led by Dr. Kimberly Blumenthal (Allergy/Immunology), RACER was formed in 2023 as a center within MGH Mongan Institute. Prior to 2023, rheumatology and allergy members of the MGH Mongan Institute were part of the Clinical Epidemiology Program within the MGH Mongan Institute and Division of Rheumatology, Allergy, and Immunology. RACER conducts research related to allergic and rheumatologic diseases using clinical research methods that include advanced informatics, clinical epidemiology, primary data collection, and simulation science. The group includes students, trainees, post-doctoral students, research assistants, clinical research coordinators, program managers, master's level data analysts, and a PhD-level statistician. RACER collaborates with a variety of research groups locally, nationally, and internationally and boasts several important scientific advancements related to rheumatology and allergy.

Reporting to and working closely with the director of RACER and research project manager, the Administrative Assistant will be primarily responsible for providing administrative support for the director and will also support general office administration and operations within RACER. These responsibilities include coordinating and scheduling of meetings and conference calls, facilitating travel arrangements, managing reimbursements, managing ordering, and supporting human resource activities across RACER. The Administrative Assistant will also work closely with the Program Managers within the Center. This is an exciting opportunity for a self-directed organized professional to work with internationally recognized experts and support our mission of advancing research and care for patients living with rheumatic and allergic conditions.

Office Administration

• Support RACER leaders by managing complex calendars, scheduling of in-person and virtual meetings using conferencing software (outlook, iCal, zoom, teams, doodle, etc.), and coordination of travel arrangements for national and international conference attendance.
• Manages RACER email correspondences, responding professionally to inquiries and requests.
• Facilitate RACER meetings through scheduling and room reservation, assisting with presentation slide preparation as needed, recording meeting minutes and disseminating notes to participants, and assisting with follow-up and follow-through on key action items. Maintains and handles confidential information.
• Provide assistance with Center meetings, faculty meetings, seminar series, and social events including coordinating meeting preparations (setup/takedown), conference room reservation and calendar invitations, ensure A/V setup is complete and functional, ordering food for meeting participants, and any other requirements needed to conduct virtual and on-site meetings.
• Assist RACER faculty and staff in the use of the electronic hoteling and space reservation systems, obtaining building badge and floor access, and welcomes and registers RACER visitors with building concierge.
• Maintain and update seating assignments, staff on-site schedules, and telephone directory.
• Assist with mail and package pick-up, sorting, and delivery in collaboration with other administrative staff in the Institute.
• Provide cross coverage/support in collaboration with other administrative staff. Occasionally may require sitting at the front desk to fill in for front desk Staff Assistant.
• Work with the Institute communications coordinator and RACER leadership to facilitate research center website content and design updates and assist with public communications on social media platforms.

Office Operations:

• Manage the RACER supply chain needs, including the processing and submission of expense reimbursements, ordering of supplies, computers, materials, equipment, software licenses and data, and work closely with accounts payable staff to ensure that invoices are paid in a timely manner and to the correct funding source.
• Ensure office equipment is functional, maintained, and all necessary office supplies are sufficiently stocked and available to avoid disruptions. Facilitates any required equipment and computer maintenance/removal with IT and qualified vendors.
• Assist faculty and research staff with the preparation and submission of manuscripts for publication and assist with maintaining compliance with federal public access requirements (NIHMS) for manuscripts accepted for publications in major scientific journals.
• Assist faculty with managing and maintaining hospital, academic, medical, and professional requirements and credentialing including professional certifications and renewals, professional society memberships and renewals, CME credits, Conflict of Interest documentation, CITI certifications, IRB update notifications, medical and regulatory licenses, formatting and updating of CV's and biosketches.

Human Resources

• Support leaders in the recruitment of new research faculty and staff, including the drafting and posting of positions with HR.
• Monitors job requisitions for applicants and creates candidate folders for hiring manager review.
• Communicate professionally on behalf of director with candidates, keeping them informed on the hiring process and next steps, scheduling of interviews with key leaders and hiring team, and communicates hiring decisions.
• Coordinate with hiring manager and center administrative managers to complete the on-boarding and credentialing process for new staff and assists with orienting new staff to the Institute.
• Maintain records of job descriptions, candidates, and tracking of recruitment efforts for reporting purposes.

Working Conditions

• Work is performed in an office environment.

This position will have responsibility for research study fund management including NIH funds.

• Assists in preparing effort and financial reports for Principal Investigators to assist them in monitoring spending rates and planning for future spending needs.
• Assists in the review of financial reports to monitor grant expenses to ensure compliance with sponsored award terms/conditions.
• Work with physicians, Professional Billing Office/Physician Reimbursement, and Administrative Managers to review fee schedules and practice expenses relative to third party reimbursements to ensure revenues are maximized and practice fees are consistent.

Qualifications

• Associate degree required. Bachelor's degree preferred
• Minimum of 1-2 years of directly related experience
• Leadership: Ability to identify issues/projects and initiate plans to address. Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, sell ideas, and take ownership and responsibility for activities.
• Time Management: Exceptional organizational skills and ability to organize time/priorities, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
• Interpersonal/Communication: Excellent interpersonal/communications skills.
• Professional Knowledge: This position relies heavily on proficiency in Microsoft Office applications, and the ability to learn new software, as needed. Time-management, organization, strong attention to detail and accuracy in work are also critical to the success of this position.
• Quality Assurance: Skills to work efficiently with an appropriate level of detail and accuracy
• Personnel Management: Ability to skillfully handle issues of sensitive nature, abiding by institutional guidelines. Ability to recruit, train and supervise staff and ensure that HR transactions are completed in an accurate and timely manner.
• Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
• Analytical Skills: Ability to conceptualize and conduct complex analysis.
• Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.
• Information Systems/Technology Skills: Strong computer skills (including operating systems, word processing, database, electronic mail, Internet, spreadsheets, etc).

EEO Statement
Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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