Executive Assistant and Administrative Services Manager

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The Executive Assistant and Administrative Services Manager provides support for the Chief Scientific Officer and members of the Section on Vascular Cell Biology. This role must be able to handle many requests independently, prioritize activities, and be capable of handling many projects simultaneously. In addition to the Executive Assistant duties, this individual will oversee the administrative operations of the Section administrative assistants in Research giving counsel, mentorship and training on job related duties while creating and maintaining an atmosphere and culture that fosters teamwork, cooperation, and respect.

Responsibilities

As an Administrator , responsibilities and duties include: Meeting and conference planning, Center-wide grant and Foundation applications, training of other Section administrative assistants and directly supervising the administrative assistant for the lab. Act as a liaison between the Chief Scientific Officer and the Office of Sponsored Research/Joslin Laboratories. Work closely with the Office of Sponsored Research to complete all necessary Visa and payroll paperwork for new postdoctoral fellows. Organize informal research seminars, formal seminar series (including 4 major lectures), annual staff function(s), and end of year banquet for all of Research. In addition, the Executive Assistant is responsible for completing all paperwork associated with the initial recruitment or promotion of faculty and interacts with other Harvard affiliated institutions and the Dean's Office to ensure completion. In addition, this position has direct interaction with all facets of Joslin (including the office of the CEO and the Board of Trustees), institutions in the Harvard Medical School area, national and international collaborators and pharmaceutical companies.

As an Executive Assistant , the responsibilities and duties include: daily correspondence, travel arrangements, correspondence composition, fellowship grant applications, manuscripts, coverage for other administrative assistants (if necessary), telephones, opening, sorting and replying to both interoffice and outside mail, scheduling calendar events/meetings, and miscellaneous items including contact with other Investigators within the Longwood Medical Area.

General office responsibilities include:

• Maintenance of office equipment, i.e. Toshiba Studio 353 photocopier and fax machine and HP Color Laserjet 3600 printer; ordering office supplies, and keeping electronic equipment up-to-date.
• Participates in the development of necessary policies & procedures, internal controls and flow charts for implementing new and improved systems and to enhance consistent practices.
• Evaluates current business processes, recommends system improvements and implements solutions.
• Conducts or coordinates training workshops and information sessions.
• Participates in the hiring and on-boarding of new Section Administrative Assistants.
• Develops a Research-wide Section Administrative Assistant .
• Conducts the annual performance evaluations of direct reports in collaboration with the PIs.
• Identifies quality and performance improvement opportunities and collaborates with staff in the development of action plans to improve quality.
• Ability to identify problems and exercises resourcefulness to resolve them independently using own initiative to ensure excellent service.
• Develops services, procedures, processes with stakeholders' participation and end-user satisfaction.
• Solicit faculty and other stakeholders' feedback on process improvements.
• Demonstrate an effective open door communication policy and process with staff.
• Demonstrate an effective process utilizing employees' feedback and suggestions to improve work processes.

Qualifications

• Bachelor's degree or commensurate experience
• Minimum 5 years of progressively responsible professional administrative business experience
• Excellent written and verbal communication skills
• Advanced knowledge of the Microsoft Office including Word, Excel, PowerPoint, Access and Outlook
• Strong working knowledge of other computer software packages such as Freelance and Reference Manager.
• Dictaphone transcription (preferred)
• Knowledge of intermediate computer networking and ability to learn new software quickly
• Knowledge of medical terminology preferred
• Knowledge of laboratory terminology helpful
• Ability to communicate effectively with foreign postdoctoral fellows/staff.

Joslin is an Equal Opportunity Employer of Minority/Female/Individuals with Disabilities/Protected Veterans. Joslin values diversity and inclusion, and we encourage diversity applicants.

Joslin Diabetes Center is an Equal Opportunity Employer and it is the policy of Joslin to prohibit discrimination of any type and to afford equal employment opportunities to employees, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, marital/parental status, disability status, protected veteran status or any other status protected by law.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• What are your annual salary expectations? (We are not asking for, and please do not provide, your current salary or salary history.)
• Can you accommodate the hours of 7:30-4:30?
• I am comfortable in learning new computer programs. Please rate yourself on a scale of 1 - 5 (1 - little to no experience; 5 - expert). Please answer this question honestly; there is no right or wrong answer.
• Please list additional software/skills that you have acquired:
• Do you now, or will you in the future, require sponsorship for a work visa? If yes, please explain. (All applicants hired by the Joslin Diabetes Center will be required to present documentation that verifies their identity prior to starting work.)

Experience:

• Administrative Support: 5 years (Preferred)

Work Location: In person