Administrative Associate

Visit the Mass General Brigham careers page to apply online. Job ID is 3133205

General Summary/Overview Statement 

Mass General Brigham’s Enterprise Research IS (ERIS) group is seeking an Administrative Associate to join our team and support the research community.  This position must be competent, self-motivated and able to work remotely to support the operational and administrative needs of the team. The incumbent prioritizes and executes tasks with minimal direction or supervision and handles confidential information. Additionally, the Administrative Associate compiles and prepares information for presentations using MS Office 365 suite including but not limited to, correspondence, reports, tables & analysis, and presentations. The Administrative Associate will work professionally with co-workers, leaders, and other Mass General Brigham affiliates and will be able to effectively interface with all levels of staff within ERIS, the hospital research community and other groups across Mass General Brigham.

This position will work across ERIS teams and will work under the general direction of the Business Liaison and the Director. The incumbent will have a strong ability to effectively set priorities, make decisions and work in a fast-paced environment. Must be successful in a non-supervised environment and have the ability to quickly learn other information systems used within the institution for performance of duties.

ERIS enables and supports the highly successful and innovative research programs and innovative apps of the largest teaching hospitals in the nation--Massachusetts General (MGH), Brigham and Women’s (BWH), McLean and Spaulding Rehabilitation Hospitals--with their more than 3200 grant-sponsored programs in the biomedical sciences, from basic to clinical and applied research.

Please note this position is temporary to permanent and not currently eligible for benefits.

Principal Duties and Responsibilities 

  • Coordinate meetings across ERIS teams, which includes scheduling, drafting agendas, note-taking and logistics for food, space and audiovisual support.
  • Use of internal Collaboration and Communications Tools to support day-to-day activities
  • Assist Research Computing Core (RCC) with responding to researchers questions about funded services; becoming knowledgeable of the rcservices billing system used by researchers. 
  • Provide back up for assigning and responding to ServiceNow tickets from researchers
  • Maintain distribution lists and assist ERIS team members with alerts for the research community
  • Process and track maintenance contracts and license orders from multiple sources on the team. Create calendar for notifications of annual renewals. 
  • Work closely with the Business Liaison and assume partial responsibility for the https://rc.partners.org website, including testing updates, adding content and verifying issues.
  • Prepares presentations and other documentation as requested.
  • Actively participate in the organization and coordination of office events, lunches and other social opportunities in collaboration with managers and colleagues. May assume lead coordinative role where appropriate.
  • Assist the team with hiring and onboarding personnel for positions within the group, and serve as a resource for new employees during the onboarding process.
  • May interface with important functions such as HR, Supply Chain Management (incl. Procurement) and Facilities.
  • Takes initiative and independently manages special/administrative projects in a dynamic, fast-paced environment.
  • Use the Partners HealthCare values to govern decisions, actions and behaviors.  These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.
  • Perform other duties as required by the situation and circumstances; off-hours, best effort support is occasionally required.

 Qualifications

  • BA/BS degree required or equivalent combination of skills/experience.
  • A minimum of 3 years related work experience.
  • Experience working within a Healthcare and/or Research organization preferred.

Skills/Abilities/Competencies Required

  • Highly independent and proactive self-starter with a high sense of urgency. Attention to detail and commitment to highest level of accuracy.  
  • Demonstrates initiative and constructive thinking skills.
  • Excellent problem solving and analytical skills along with ability to use sound judgement.  
  • Ability to communicate verbal information clearly and concisely. Must also possess excellent grammar, editing, and writing skills. 
  • Ability to prioritize competing responsibilities, manage timelines that involve various audiences (senior leadership, managers and staff), and to organize and prioritize work independently. 
  • Highly effective and courteous with various groups of staff, management, and senior leadership. Ability to problem solve and function as a resource to other members of the team, and to unravel complex issues.
  • Demonstrates ability to manage multiple and changing priorities in a busy work environment.
  • Learn quickly in a constantly evolving environment.
  • Must be capable of contributing within a team, exhibit a high level of initiative, and have an eagerness to learn new technologies.

Working Conditions

  • Standard Office Environment, located at Assembly Row, Somerville.

EEO Statement
 
Massachusetts General Brighaml is an Equal Opportunity Employer.  By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.  
 
Primary location MA-Somerville-PHS Assembly Row
Work Locations PHS Assembly Row 399 Revolution Drive  Somerville 02145
Job Administrative Support
Organization Massachusetts General Brigham (PHS)
Schedule Full-time
Standard Hours 40
Shift Day Job
Employee Status Temporary to Permanent
Recruiting Department Bulfinch Temporary Service
Job Posting Sep 15, 2020

Visit the Mass General Brigham careers page to apply online. Job ID is 3133205