Administrative Staff Assistant, III

General Summary/Overview Statement

The Wellman Center for Photomedicine at Massachusetts General Hospital is seeking a Staff Assistant III level candidate to serve as Administrative Assistant to one of the Optical Diagnostic Research groups.

The Wellman Center for Photomedicine is the world’s largest academic research facility dedicated to investigating the effects of light on human biology and to the development of light-mediated, minimally invasive diagnostic and therapeutic technologies. A pioneer in light-based biomedical research, the Center has a proven track record of translation applications to clinical use http://www.massgeneral.org/wellman

The Tearney Optical Diagnostics Research Laboratory comprises one primary faculty member and approximately forty undergraduate, graduate and post-doctoral (MD/PhD) trainees as well as a team of research scientists and engineers totaling nearly 70 members. The faculty member also teaches and has academic responsibilities in the Harvard-MIT Division of Health Sciences and Technology and Harvard Medical School. The faculty member is a Principal Investigator of federal and non-federal research funding with an extensive research program in development and clinical application of novel optical technologies for diagnosis and therapy including but not limited to the early detection and therapy of unstable atherosclerotic plaque and new technical capabilities in optical coherence tomography.

The Staff Assistant III will be the first point of contact and will handle complex administrative responsibilities to ensure efficient and effective day-to-day activity of this dynamic team of researchers.

Principal Duties And Responsibilities

Under the supervision of Sr Administrative Manager, Research, the Staff Assistant III primary job duties entail:

• Purchasing:
• Ordering research supplies and equipment
• Submit orders through PeopleSoft for group members
• Request quotes as needed
• Request and retain order confirmations
• Track and resolve issues with orders as needed
• Ensure invoices are processed in a timely manner
• Receive and distribute orders
• Receive and distribute all USPS, FedEx, and UPS package(s)
• Return/ exchange equipment and research supplies as needed; create FedEx shipping labels
• Maintain physical and electronic documentation for all purchases (packing slips, etc.)
• Track expenses and monitor spending on each fund numbers
• Place orders using Procurement Cards (P-card) and request additional cards as needed
• Resolve p-card issues such as:
• Un-authorized spending
• Card declined
• Request overrides
• Request approvals for non-approved items
• Request approvals for high priced items
• Respond to p-card audits
• Report p-card purchases on PeopleSoft using My Wallet
• Order and maintain inventory of: Office supplies, phones, computers and multi-function printers
• Request and maintain fabricated equipment accounts:
• Track expenses and monitor spending
• Increase budget as needed
• Change funding source if needed
• Retain order confirmations and packing slips and add them to electronic folder
• Create expense reports for purchases made using fabricated equipment accounts
• Respond to fabricated equipment audits
• Close old accounts as needed
• Process bills, reimbursements and honoraria for the entire group
• Request stipend payments for students as needed.
• Create and maintain records of SOW’s and paid invoices for Consultants working with the group
• Request and renew Go To My PC licenses
• Budget /Finance:
• Track and manage post award budget and financial information in conjunction with Tearney group senior grant manager.
• Create monthly expense reports and send to appropriate Team Leads for review
• Match invoices for PO’s to payments posted on Insight
• Match invoices to PO’s on fabricated accounts using Vision
• Identify and assist in processing cost transfers.
• Request PO closings
• Request closing of fabricated equipment accounts
• Organize monthly budget meetings between Dr. Tearney, his regulatory Team Leads, Lab Manager and Senior Grant Manager.
• Record and distribute budget meeting notes and maintain electronically.
• Follow-up with Dr. Tearney’s Senior Grant Manager to ensure all changes discussed in the budget meeting are made
• Prepare and manage travel arrangements for Tearney group member trips (i.e., SPIE and the Gordon Conference):
• Notify group members when conference registration begins
• Maintain spreadsheet of previous year’s attendees and budget and prepare budget for current year
• Book venue for group dinner
• Reimburse group members who attend conference
• Create folder for each conference with attendees, budget and reimbursement information
• Maintain electronic documentation for all travel expenses
• Prepare travel arrangements for Dr. Tearney
• Book and confirm conference registration, airfare, hotel, and transportation
• Check Dr. Tearney into his flight
• Create physical folder and electronic folders with all of Dr. Tearney’s conference and travel information
• Text & email Dr. Tearney travel information
• Request travel reimbursements on Dr. Tearney’s behalf from outside companies as needed, document and attach to travel folder.
• Request buildings and grounds work orders
• Assist with scheduling lab-wide meetings and serve as direct administrative support for Dr. Tearney
• Assist with tracking PMCID’s for Dr. Tearney’s publications
• Post new publications
• Make corrections to publications on PubMed and MY NCIB
• Maintain physical folder with all of Dr. Tearney’s publications
• Process payment for Dr. Tearney and group members’ publications fees using eCheck
• Assist with updating Dr. Tearney’s CV
• Cover for Dr. Tearney’s Administrative Coordinator as needed
• Organize farewell events for departing group members
• Perform other duties as needed
  
  

Fiscal Responsibility

• Track expenses and monitor spending for research supplies and fabricated equipment.
• Track and manage post award budget and financial information.
  
  

Education

• High School Diploma or equivalent GED required
• Bachelor’s degree preferred
  
  

Experience

• 3-5 years of prior office experience required, experience in an academic environment preferred
  
  

Skills/Abilities/Competencies Required

• Demonstration of sound judgment and ability to work both independently and as a team member required.
• Excellent interpersonal communications skills, strong organizational and problem solving skills are required for interacting with a diverse group of researchers and administrators in a fast-paced environment.
• Must be flexible and able to handle competing priorities, multiple tasks concurrently, and work efficiently in a very busy environment with frequent interruptions.
• Proficiency with electronic mail, MS Word, Excel and PowerPoint required.
• Familiarity with literature search and endnote reference tools a plus.
• Prior experience with desktop publishing, Adobe Photoshop and database design highly desirable.
• Candidate must be able to exercise discretion and maintain confidentiality.
• May occasionally require working outside of normal business hours.
  
  

Working Conditions

• Academic research department at the Wellman Center for Photomedicine at MGH.
  
  

Primary Location

MA-Boston-MGH Main Campus

Work Locations

MGH Main Campus

Job

Administrative Support

Organization

Massachusetts General Hospital(MGH)

Schedule

Full-time

Standard Hours

4

Shift

Day Job

Employee Status

Regular

Recruiting Department

MGH Wellman Center for Photomedicine

Job Posting

Jul 11, 2024