Administrative Assistant Senior at Mass General Brigham

Site: The General Hospital Corporation

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

The Neurological Clinical Research Institute (NCRI) develops, designs, supports and manages innovative observational and interventional trials for neurological disorders. This fast paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Northeast ALS Consortium (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

Under supervision of the Office Manager, the Senior Administrative Assistant will provide operational support to allow for the Project Management group to function smoothly on a day-to-day basis, along with direct supervision of administrative staff that support the Project Management team. In addition, this person will act as the assistant Office Manager in entering payroll (UKG) for NCRI employees, as well as manage operational aspects of meeting planning and execution. They will work independently, receiving minimal supervision, possess expert knowledge of office routine, machines, and information systems, as well as an understanding of the organization, programs and procedures related to the work of NCRI.

The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and a willingness to participate in multiple activities and provide support by working with the team.

Qualifications

Provide administrative support for project management-related infrastructure activities related to the Healey Platform Trial, including:

• Supporting the NCRI leadership team as the liaison to the Healey & AMG Center administrative team
• Create communication and outreach plans that include newsletters, email materials, and press releases
• Oversee the governance of the trial, including but not limited to, Executive Committee, and updating and maintaining conflict of interest forms and trackers
• Planning, attending, and assisting with logistical activities for the Platform Trial Regional meetings.
• Coordinating any other in-person meetings between the leadership team and external vendors.
  
  

Assist with operational aspects of meeting planning (investigator/training meetings) to include:

• Planning, executing, and overseeing all financial aspects (i.e, staying within budget and managing travel reimbursements as needed).
  
  

Assist the Office Manager in developing training materials for administrative team members, and perform other related duties that arise

Provide Direct Administrative Support To The Healey Platform Trial

• General administrative support to the Platform Trial projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar)
• Planning for face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
• Operational support to the Healey Platform Trial’s weekly teleconferences, in-person meetings, and center webinars.
  
  

General Administration

• Maintains licenses throughout the department to include: Smartsheet, DocuSign, etc.
• Maintains calendar and calendar items for assigned projects.
• Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Troubleshot routine/non-routine problems and takes measures to correct/handle issues.
  
  

Project Coordination

• Conducts literature searches and web searches, and organizes findings
• May be required to provide reports on various activities related to Project Management (i.e., Standard Operating Procedures (SOP) version tracking, staff training, etc.).
• Assists with manuscript/abstract/poster preparations and submissions for conferences, including formatting references, proofreading, graphics, slides, and other tasks
• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
  
  

Personnel Management

• May assist in interviewing potential candidates and hiring new administrative staff to support the Project Management team
• Takes primary responsibility for providing orientation and training for new hires
• Maintains a safe environment for visitors and staff
• Reviews the appropriate use of equipment, supplies, and physical facilities; holds staff accountable for safe and efficient practice
• May be required to provide reports on various activities related to Project Management (i.e., Standard Operating Procedures (SOP) version tracking, staff training, etc.).
  
  

Other duties assigned and within the scope of the role

Skills/Abilities/Competencies Required

Excellent organizational and management skills

• Strong analytical and computer (MS Office) skills
• Independent judgment and problem-solving skills
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to directly manage new members of the NCRI Project Management administrative staff
• Ability to work with outside vendors to plan and operationally manage administrative aspects of the annual NEALS meeting and other project study-related meetings (investigator training meetings, etc)
• Ability to understand and assist with budgetary aspects of meeting planning, including management of travel reimbursements for attendees
• Ability to work well under pressure and under a deadline
• Ability to handle sensitive information
• Ability to work independently and flexibly, but as part of a team
• Strong professionalism
  
  

Education

High School Diploma required, associate degree or bachelor’s degree preferred.

Experience

Minimum of 3-5 years of related office experience required. Experience in a clinical research setting strongly preferred

Fiscal Responsibility

Works closely with the Office Manager and Grant Administrator to stay within the budget of meeting planning, managing travel reimbursements

Working Conditions

Hybrid-fixed schedule

Additional Job Details (if Applicable)

Remote Type

Hybrid

Work Location

399 Revolution Drive

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$20.43 - $29.21/Hourly

Grade

4

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement

The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.