Administrative Assistant II (Research Division)

Administrative Assistant Ii

Under moderate supervision -with advanced proficiency- the Administrative Assistant II provides administrative assistance and support to faculty members of the Departments of Vascular Cell Biology, Immunobiology and Islet Cell and Regenerative Biology, Junior Faculty in the Research Division, the Manager of Administrative Services and respective lab personnel.

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 II must be able to rely on instructions and pre-established guidelines to perform various functions of the job and address urgent issues with minimal supervision.

At the current time, this position has a schedule of Monday-Friday 8 : 30 am-5 : 00 pm with 4 days on-site and 1 day remote (if desired) per week.

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) as a condition of employment.

Responsibilities

• Provide direct administrative support for assigned Principal Investigators (PIs) in the Research Division.
• 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 heavy calendar and scheduling including : coordinate calendars for several investigators and coordinates events for the respective department(s), setting up meetings with lab members, collaborators and other faculty, keeping up-to-date "To Do" lists.
• Electronic filing for PIs.
• Coordinate lab meeting schedules.
• Provide routine and more complex administrative support such as : typing memos and letters, answering telephones, taking and distributing messages and distributing mail.
• 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.
• Provide cross coverage with administrative team as needed.
• Assist with special projects as directed.
• Other duties, as assigned.

Required Job Specific Duties and Responsibilities :

Qualifications