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 (., 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 (., organizing scientific conferences, conference calls with other executive committee members of scientific societies, conference calls with journal editorial offices).
- Assisting Director, in travel arrangements (., 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 (., 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 (., 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 (., 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 (., 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