Part-time Administrative Assistant I Anesthesia

Part-time Administrative Assistant I Anesthesia -(3290597)

Description

GENERAL SUMMARY / OVERVIEW STATEMENT :

Under the supervision of Director, and other leadership members, the Administrative Assistant I is primarily responsible for administrative management.

She / he performs various administrative and clerical duties required to support the Center for Experimental Therapeutics and Reperfusion Injury workplace infrastructure and associated systems.

On an as-needed basis, the Administrative Assistant will also perform other administrative support tasks to assist other staff members.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Major administrative responsibilities

• Assisting Director, and members of the Serhan lab in collecting and submitting applications of the new CETRI members for BWH and HMS appointments.
• Assisting Director in preparing and submitting documents for visa applications of the CET&RI members to the administrator of the Cardiovascular Division.
• Assisting Director, in their editorial responsibilities for medical journals (e.g., printout manuscripts that they edit or review, upload the manuscript information on the CET&RI website, mark the due date on the calendar and to-do list, arrange conference calls with editorial office and other editors).
• Assisting Director, in managing grant reviews.
• Assisting Director, and members of the Serhan lab in managing grant applications by coordinating with a grant manager.
• Managing calendars, appointments, and conference calls of Director,
• Assisting Director, Co-Director, and other senior members in responsibilities outside CET&RI (e.g., organizing scientific conferences, conference calls with other executive committee members of scientific societies, conference calls with journal editorial offices).
• Assisting Director, in travel arrangements (e.g., book flights and hotels, prepare travel itineraries and other travel information, check in for a flight).
• Assisting Director, and other senior members of the Serhan lab in reimbursement processes (e.g., travels).
• Assisting Director, and other senior members of the Serhan Lab in arranging and setting up video or telephone conferences.
• Assisting Director, in communicating with scientific societies, other academic institutions, and companies.
• Communicating with investigators and administrators within or outside BWH on behalf of Director,
• Assisting in organizing CET&RI seminar series and other seminars and meetings / symposia (e.g., prepare and distribute flyers, prepare speaker’s itineraries, send email notifications to CET&RI arrange travels for speakers, catering, create non-employee expense report and submit it on Peoplesoft for honoraria and travel reimbursement for speakers).
• Organizing and filing important documents (e.g., certificates for controlled substances registrations)
• Communicating with vendors

Other administrative responsibilities

• Delivering accounts payable information to PHS finance
• Greeting and assisting visitors at the security desk of the building or the reception area or the lobby at CET&RI.
• Maintaining and ordering office devices and supplies (e.g., copiers, fax machines, printers)
• Keeping the office, entrance, lobby area, and break room neat and clean
• Coordinating the mail area
• Assisting sending, collecting, and delivering faxes & e-mails
• Responding to incoming phone calls at the main number
• Shipping outgoing mail, overnight delivery, and courier packages

Qualifications

Qualifications - External

Qualifications

• High school Diploma
• 1-3 years of relevant work experience is advantageous

Skills

• Speaking and writing skills in Japanese is advantageous but not essential
• Ability to perform administrative work independently under minimal supervision
• Outstanding writing and speaking communication in English
30+ days ago