Administrative Assistant II (Research) - Joslin Diabetes Center

Beth Israel Lahey Health; Boston (MA); On-site; USD 21,000 - 33,000; Full time

Job summary

Beth Israel Lahey Health is seeking an Administrative Assistant II to provide direct support to several Research Principal Investigators and lab personnel in the Joslin Diabetes Center Research Division.

Under minimal supervision, you will manage calendars, draft emails and letters, assist with grant applications, prepare biosketches and maintain NIH compliance, and coordinate travel and meetings for busy researchers.

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• Minimum 2 years of administrative experience.
• Prior experience in research or academic setting preferred.
• Excellent computer skills: Outlook/Office, Adobe Acrobat, EndNote/Reference Manager, Workday.
• Proactively manage projects and meet deadlines with minimal supervision.

Responsibilities

• Calendar management for multiple investigators and labs; coordinate meetings and tasks.
• Draft emails and letters; receive and distribute information and mail.
• Assist with grant applications, biosketches, letters of support and related docs.
• Provide cross-coverage and back-up with the administrative team as needed.
• Arrange travel and process reimbursements; prepare minutes as requested.

Skills

Calendar management

Independent work

Transcription

English communication

Education

Bachelor’s degree or equivalent

2+ years administrative experience

Tools

Microsoft Outlook & Office

Adobe Acrobat

EndNote

Reference Manager

Workday

Job description

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Under minimal supervision and with advanced proficiency, the Administrative Assistant II role provides direct administrative support to several Research Principal Investigators (PIs) and lab personnel in the Joslin Diabetes Center Research Division.

Job Description:

Principle Duties and Responsibilities:

Must be able to work independently, prioritize activities and manage multiple projects simultaneously. Support division-wide initiatives to maintain smooth operations across 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.

• Calendar management: includes coordination of calendars and events for several investigators and their respective department(s); organize lab meetings and schedule with appropriate lab members, collaborators and other faculty; maintain up-to-date “To Do” lists.
• Provide administrative support such as: drafting emails and letters, receiving and distributing information and distributing mail.
• Assist with the preparation and editing of grant applications and other related materials in collaboration with the Research Administrator(s); assist in preparing biosketches, letters of support and collaboration, and other documents as needed.
• Provide cross-coverage and back-up support with administrative team as needed.
• Other duties, as assigned.

Required Job Specific Duties and Responsibilities:

• Assist with onboarding new personnel.
• Travel arrangements and process reimbursement.
• Create and maintain Harvard CVs and biosketches for personnel.
• Utilize PubMed to download articles for PIs as needed.
• Maintain PMCID numbers for required peer-reviewed publications, including but not limited to, manual deposit of manuscript to maintain NIH compliance.
• Maintain records and process forms; create and submit expense reports.
• Utilize endnote and reference manager to create bibliographies and cite references for grants, manuscripts and other documents as requested.
• Order laboratory supplies and office supplies for respective lab(s).
• Arrange meetings including ordering food, setting up computer, projector and presentation, as well as composing meeting minutes as requested.

Qualifications:

• Bachelor’s degree or equivalent work experience preferred
• Minimum 2 years of administrative experience.
• Prior administrative experience in research or academic setting (strongly preferred)
• Excellent computer skills: proficiency with Microsoft Outlook and Suite, Adobe Acrobat, EndNote and/or Reference Manager and Workday, work under frequent disruptions.
• Proactively manage projects and resolve conflicts independently with minimal supervision.
• Excellent organizational skills.
• Ability to prioritize work and meet deadlines, and work under pressure.
• Ability to coordinate efforts on multiple tasks according to their relative priorities.
• Ability to communicate effectively across all departments (including administrative team).
• Ability to use discretion in confidential matters.
• Ability to read, write and articulate in English is required.
• Ability to draft and proofread correspondence and other documents as directed is required.
• Transcription skills are required.
• Knowledge of Scientific Terminology is preferred.

Pay Range:

$15.00 - $24.00 The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled

At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life. While you're busy caring for and supporting our patients, we take care of you.