Staff Assistant III

Responsibilities:

The Staff Assistant III is responsible for the human resources management, program development & implementation for Unit Chief and Director's apidly growing research programs. This position requires strong leadership skills, personal initiative, and the ability to work with others. The incumbent will need to work with research, clinical, and administrative staff and requires an understanding of both research and, at a high level, healthcare operations. The candidate must be professional, highly motivated, and resourceful, with a strong attention to detail, and be able to organize, prioritize, and delegate when necessary.

Human Resources Management and Center Operations

• Coordinates logistics for meetings/conference events and prepares communication materials.
• Coordinates the on-boarding and credentialing process for new faculty, fellows, center staff, and non-employee collaborators and graduate students.
• Coordinates the completion of the faculty annual career conferences, annual faculty re-appointment process, and petitions for promotion, working closely with the MGH DOM faculty services office.
• Assists in maintaining medical school curriculum vitae materials for the Chief and Director
• Maintains accurate records of staff space assignments, scheduling and attendance, and coordinates with center faculty for placement of new staff hires, interns, and students.
• Coordinates with the Mongan institute office for the preparation and submission of J-1 and H1B petitions for faculty and staff requiring visa support. Monitors current employees for compliance with visa requirements and submits updates in status as needed.
• Oversees the payroll process of center staff through UKG, ensuring staff time is reported accurately and on-time each week.
• Serves as liaison to Accounts Payable, Payroll, Purchasing and other Hospital departments. Identifies needs of research studies and works to ensure that these needs are met. Also works with outside vendors to obtain products and services necessary to the operation of the Division.
• Prepares expense reimbursements, corporate card reconciliations, and other expense transactions for center leadership.
• Responsible for center external communications, including website management, social media outreach, and development of materials for fundraising and philanthropic engagement with the MGH development office.
• Assists in maintaining compliance with publication databases
• Assists in maintaining research center websites

Qualifications

• Bachelor's Degreerequired.
• Significant work experience in administration, preferably in an academic medical center or university setting.
• Ability to work effectively in collaboration with diverse groups of people.

Supervisory responsibility

• Supports clinical, research, and administrative staff to ensure the program runs smoothly and ensures progressive steps toward organizational and programmatic consistency and sustainability.
• Manages the hiring process for clinical research coordinators, research staff, and research volunteers, and oversees on-boarding, orientation, and training.

Skills/Abilities/Competencies Required

• The ideal candidate for this position is someone with a high degree of professionalism, who is highly organized, detail oriented and creative, and who has the ability to complete tasks on-time.
• Must have strong project management and implementation skills, including the ability to keep a team on track to achieve goals.
• Maintains excellent writing and language skills, and able to demonstrate this through a writing sample.
• Ability to work with a broad range of people to collaboratively complete projects.
• Must demonstrate an understanding of and commitment to the mission of the Mongan Institute
• Should be well versed in working with Microsoft office, including Word, Excel, Access, and PowerPoint, SPSS and Endnote.
• Experience with website design and Wix a plus.

Physical Requirements

Standing Occasionally (3-33%)
Walking Occasionally (3-33%)
Sitting Constantly (67-100%)
Lifting Occasionally (3-33%) 20lbs - 35lbs
Carrying Occasionally (3-33%) 20lbs - 35lbs
Pushing Rarely (Less than 2%)
Pulling Rarely (Less than 2%)
Climbing Rarely (Less than 2%)
Balancing Occasionally (3-33%)
Stooping Occasionally (3-33%)
Kneeling Rarely (Less than 2%)
Crouching Rarely (Less than 2%)
Crawling Rarely (Less than 2%)
Reaching Occasionally (3-33%)
Gross Manipulation (Handling) Constantly (67-100%)
Fine Manipulation (Fingering) Frequently (34-66%)
Feeling Constantly (67-100%)
Foot Use Rarely (Less than 2%)
Vision - Far Constantly (67-100%)
Vision - Near Constantly (67-100%)
Talking Constantly (67-100%)
Hearing Constantly (67-100%)