Temp to Potential Perm (covering extended mat leave but possible perm due to changes in department)
Temp Pay: $23 – $25/hr
Location: Boston, MA
- 5 days onsite
Hours: Monday – Friday 8:30am-5:00pm OR 9:00am – 5:30pm
Job Description
- Working with a team of 6 other admins
- Research background is helpful but not required
- Must be familiar with Outlook and Calendaring
- Expense reporting strongly preferred – must at least have familiarity with the fundamentals of expenses
- Answering faxes, phones, etc
- Assist with projects as needed
- Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
- Responsible for scheduling meetings for individuals supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.
- Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers.
- May assist with the onboarding and training of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
- Responsible for ordering of supplies and ensures equipment is maintained
- Answers phones and directs calls to appropriate parties.
- Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area.
- May be asked to cover for other administrative support staff during absences.
- Perform duties related to other special projects as required.
- Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event.
- Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations
- Assists with grant applications and manuscript preparation (including proofreading and editing).
- May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications.
- May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
- Prepares monthly expense reports, performs P-Card reconciliations, processes requests for vendor payments and creates invoices.
- May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
- May be responsible for website maintenance as needed.
- May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight
QUALIFICATIONS
- Bachelor’s degree preferred
- Minimum of 2-4 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
- Excellent written and oral communication skills.
- Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel.
- Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
- Must possess the ability to maintain confidentiality and pay attention to detail.
- Excellent ability to organize, prioritize and follow-through.