Administrative Assistant at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY OVERVEW STATEMENT:



The MGH Center for Health Outcomes and Interdisciplinary Research (CHOIR) within the Department of Psychiatry is seeking an Administrative Assistant to provide administrative support to the Director of CHOIR, Dr. Ana-Maria Vranceanu. CHOIR is an interdisciplinary clinical research center with a longstanding commitment to the development, testing and implementation of mind-body and lifestyle interventions for patients, caregivers, and patient-caregiver dyads in both hospital and community settings and across the lifespan. CHOIR is an established center with multiple NIH funded clinical trials, an internship in Clinical Psychology, a T32 postdoctoral fellowship, and a Resource Center for Minority Aging Research.


Drawing on a broad understanding of Hospital and Departmental practices and policies, and displaying a high degree of initiative and independent judgment, the position requires continual assessment, and adaptation to the needs of the director of the MGH Center for Health Outcomes and Interdisciplinary Research (CHOIR). This role will fulfill a wide range of operational, and administrative functions. Incumbent must exhibit sound judgment to organize priorities, complete tasks, and have strong attention to detail.



PRINCIPLE DUTIES AND RESPONSIBILITIES:



• Provide all administrative support to CHOIR director including calendar management, expense reports and travel


• Responsible for all other CHOIR office administrative tasks as requested and using independent judgment to maintain efficient operations while relieving director of many administrative responsibilities.


• Handle problems as they are presented, using sound judgment and maintaining strictest confidentiality.


• Manage director's calendar by: prioritizing meetings; scheduling/booking travel; scheduling and rescheduling meetings; and responding to requests for meetings/conference calls from a wide range and significant number of individuals.


• Provide the director with general administrative support through development, monitoring and control of administrative processes; anticipating needs/problems and suggesting responses, plans, strategies; researching issues and problems; providing background information on policy/practice/procedure; coordinating responses when multiple inputs are required; and assisting faculty with a variety of administrative questions/concerns and triaging to appropriate resources.


• Meet regularly with the director concerning assignments, projects and miscellaneous problems that arise. Keep director informed relative to appointments, status of projects, and general activities.


• Determine agenda items for weekly team meetings.



Additional specific tasks include:



• Perform Internet/Library/Web searches


• Create PowerPoint presentations, memos, letters as needed


• Prepare/maintain travel, speaking, and out of pocket reimbursements


• Perform phone/communication responsibilities


• Support CHOIR when pertaining to the director


• Website maintenance


• Ensure annual career conferences are completed


• Order catering for various meetings including


• Maintain/purge documents and files



Committee/Organization Responsibilities



In addition to MGH responsibilities, the director is also serves on numerous professional organizations and societies as a member of the board.


The Director has many other hospital committee responsibilities including: member, Partners Research and Education Program Steering Committee; co-chair, Partners eCare Research Council; and other Partners and Harvard Medical School committees.


Interact with committee and organization members to coordinate meetings, review documents, and prepare director for meetings.



Project Responsibilities



Submit manuscripts and abstracts for professional journals/meetings


Assist and maintain CV and NIH biosketch


Maintain Conflict of Interest/Disclosures for CTNI/MGPO consulting, MGH, and Harvard Medical School.



Qualifications

QUALIFICATIONS:



• Bachelor's degree required


• 5-7 years of directly related experience in an executive office setting, preferably in an academic medical center.


• Epic use highly desirable.



SKILLS / ABILITIES / COMPETENCIES REQUIRED:



• Time Management: exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate.


• Flexibility to handle multiple tasks and deadline pressures.


• Quality Assurance: Skills to work efficiently and effectively


• Good judgement: Ability to identify issues/projects and initiate plans to address; demonstrates forthrightness and integrity.


• Discretion and Confidentiality: Ability to handle extremely sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained.


• Critical Thinking/Decision Making: Ability to innovate, think, and plan strategically, manage multiple projects simultaneously, and be committed to positive conflict resolution when challenging situations arise.


• Interpersonal/communication: Excellent interpersonal/communications/writing skills including the ability to influence and persuade others


• Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets).


• Safety/Compliance: Knowledge in all aspects of Hospital regulations as pertains to this specific office and patient care environment.


• Knowledge of research, medical, and hospital terminology.


• Ability to thrive in a busy, high-volume, and deadline-driven work environment.



WORKING CONDITIONS:



The position will take place in the MGH CHOIR office environment and remotely.



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.