Administrative Assistant III (Research Division) - job 1 of 2

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/3716/administrative-assistant-iii-%28research-division%29/job

Responsible for providing administrative support to the Senior Investigators of Integrative Physiology and Metabolism and/or other Sections or Investigators as assigned. The Administrative Assistant III will also contribute to the Research Division team effort by providing cross coverage with other Section Administrative Assistants. Support effort to keep all Research Division activities functioning smoothly by participating in Division-wide efforts. S/he must be able to handle many requests on his/her 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 his/her own.

Principle Duties and Responsibilities:

• Be able to act in a self-starting manner on the following:
• Coordinate complex calendar and schedules including: coordinate calendars for several investigators and coordinates events for the respective department(s).
• Make domestic and international travel arrangement, including but not limited to making airfare and hotel accommodations, drafting an itinerary and reconciling expenses.
• Provide routine administrative support such as: maintaining CV’s and publication records, transcribing, typing memos, letters and meeting minutes, answering telephones, taking and distributing messages, setting up meetings and distributing mail.
• 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 prepare biosketches, letters of support and collaboration and other documents as needed.
• Place orders for both office and laboratory personnel.
• 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 low level of supervision with high proficiency in administrative skills.
• 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

• Reception of visitors to office(s)
• Answering office telephone and taking/relaying accurate messages
• Assist with onboarding new personnel
• Maintain Harvard CV , biosketches and other publication lists for personnel
• Obtain book and journal articles library websites or local libraries.
• Internal meeting coordination; visitor/guest speaker logistics and hosting; domestic and international travel arrangements for meetings and conferences
• 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
• Utilize endnote 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.
• Set up of meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• Prior administrative experience in a research or academic setting (strongly preferred)
• Minimum 5 years of experience
• Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote and/or Reference Manager and Infinium, work under frequent disruptions
• Proactively manage projects and resolve conflicts independently with minimal supervision.
• Excellent organizational skills.
• Ability to prioritize work and meet deadlines, and work under pressure.
• Ability to coordinate efforts on multiple tasks according to their relative priorities.
• Ability to communicate effectively across all departments (including administrative team)
• Ability to use discretion in confidential matters.
• Ability to read, write and articulate in English is required.
• 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/3716/administrative-assistant-iii-%28research-division%29/job

Work Location: In person