Administrative Assistant II (Research Division)

To be considered for the position, please apply online for the opportunity at www.joslin.org or copy and paste the following URL into your web browser:

https://jobs-joslin.icims.com/jobs/3717/administrative-assistant-ii-%28research-division%29/job

Under moderate supervision -with advanced proficiency- provide administrative assistance and support to faculty members of the Research Division, the Manager of Administrative Services and respective lab personnel. Provide administrative assistance and support for the DRC.

Support effort to keep all Research Division activities functioning smoothly by participating in Division-wide efforts. The administrative assistant must be able to handle many requests on their own, prioritize activities, and be capable of handling multiple projects simultaneously. The administrative assistant must be able to work independently and address urgent issues on their own.

Responsibilities

Principle Duties and Responsibilities:

• Act as liaison with departments such as Human Resources, Office of Sponsored Research, Fiscal and other Research Divisions within Joslin Diabetes Center
• Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
• Coordinate calendar and schedules including: coordinate calendars for several investigators and coordinates events for the respective department(s).
• Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, taking and distributing messages, distributing mail and maintenance of common break room.
• Proofread, edit and submit manuscripts and other documents (i.e. journal/grant reviews) as required by investigator, perform library or literature searches, and help to create and edit presentation materials.
• Helps to prepare and edit grant applications and other related materials in collaboration with the Research Administrator(s) and assist in preparing biosketches, letters of support and collaboration and other documents as needed
• Ensure timesheet completion and submission for members of the respective department(s)
• Provide cross coverage with administrative team as needed.
• Assist with special projects as directed.
• Other duties, as assigned

Required Job Specific Duties and Responsibilities:

• Assist with onboarding new personnel
• Maintain Harvard CV and biosketches for personnel
• Maintain PMCID numbers for required peer-reviewed publications, including but not limited to, manual deposit of manuscript to maintain NIH compliance
• Maintain records and process forms; create and submit expense reports for all respective labs, including Office of Research Director.
• Utilize endnote and reference manager to create bibliographies and cite references for grants, manuscripts and other documents as requested
• Ordering supplies for the lab and break room, through Infinium or an electronic ordering system. Track all orders for completeness and communicate any backorders or cancelled items to ensure the smooth flow of experiments in the lab. Assign to the correct budget. Also, coordinate maintenance of office machines.
• Internal meeting coordination; visitor/guest speaker logistics and hosting; domestic and international travel arrangements for meetings and conferences
• Set up of meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested
• Other duties, as assigned

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• Minimum 3 years of administrative experience - in a research or academic setting (strongly preferred)
• Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote, RedCap, WordPress, Dropbox, Google Drive, Zoom, Citrix and/or Lawson
• Strong interpersonal, organizational and communication skills (communicate clearly and effectively via verbal and written instruction).
• Attention to detail and ability to concentrate on multiple tasks
• Ability to prioritize responsibilities – through completion.
• Ability to work independently and with others - to interact respectfully with other employees, professional staff and/or external contacts.
• Proactively manage projects and resolve conflicts independently with minimal supervision.
• Ability to communicate effectively across all departments (including administrative team)
• Ability to use discretion in confidential matters.
• Ability to work in a diverse and collaborative environment with multiple perspectives.
• Ability to draft, proofread and transcribe correspondence and other documents as directed is required.
• Knowledge of Scientific Terminology is preferred.

_Joslin is an Equal Opportunity Employer of Minority/Female/Individuals with Disabilities/Protected Veterans. Joslin values diversity and inclusion, and we encourage diversity applicants.

Joslin Diabetes Center is an Equal Opportunity Employer and it is the policy of Joslin to prohibit discrimination of any type and to afford equal employment opportunities to employees, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, marital/parental status, disability status, protected veteran status or any other status protected by law._

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• What are your hourly salary expectations? (We are not asking for, and please do not provide, your current salary or salary history.)
• This role's hours are Monday-Friday 8:30-5:00 (on site). Are you able to work that schedule?
• When (date) would you be available to start in this role?
• Do you now, or will you in the future, require sponsorship for a work visa? If yes, please explain. (All applicants hired by the Joslin Diabetes Center will be required to present documentation that verifies their identity prior to starting work.)
• Please confirm if you understand that to be considered for the position, please apply online for the opportunity at www.joslin.org or copy and paste the following URL into your web browser:

https://jobs-joslin.icims.com/jobs/3717/administrative-assistant-ii-%28research-division%29/job

Work Location: In person